22 Feb 10 Preparing Your Attendees for a Successful Meeting

Corporate meeting planners wear many hats, which sometimes includes making sure the attendees are well-prepared. Pre-meeting preparation is an important part of ensuring the meeting is effective and productive, and also allows the attendees to know what to expect and which materials, presentations or notes they may need to bring. Productive meetings that stay on task and on schedule reflect well on the meeting planner, even if the planner is not the one actually conducting business during the meeting.

Here are ways you can help your attendees prepare for a great meeting:

1. Distribute the agenda beforehand – Make sure that all attendees have an accurate agenda prior to attending the meeting. Since you will be including the date, time and location of the meeting on the agenda, this also works as an effective meeting reminder.
2. Make sure attendees have background information – Either distribute materials related to the meeting topic, or let the attendees know where they can find the information they need.
3. Give the attendees pre-meeting homework – Whether it is simply asking them to read the background material or asking them to prepare ideas or a presentation, assign pre-meeting tasks that will help the meeting run smoother and get participants involved in the process.

With a little preparation, your meeting participants will have a more fulfilling meeting experience and will have you to thank for it.

Tags: Attendees, Background Information, Background Material, Business Meeting, Corporate Meeting Planners, Date Time, Effective Meeting, Hats, Homework, Meeting Agenda, Meeting Planner, Participants, Presentation, Productive Meetings, Reminder