What to Ask When You?re Invited to a Meeting
1) Where is the agenda? A meeting without an agenda is like a journey without a
map; it will always waste your time. Once you have the agenda, make sure that it
consists of more than a list of words because this is almost useless. The agenda for
an effective meeting will provide a complete description of how the meeting will
proceed. 2) What is the goal? Is the chair seeking an agreement, a solution, or a plan?
Knowing the goal gives you head start on participating effectively. Be cautious of
meetings that are held just "to talk about something," because this type of meeting
seldom accomplishes anything. 3) What is my role? Make sure that your participation adds value to the meeting.
Avoid meetings where you have a superficial role, such as to find out what's
happening. In that case, ask for the minutes. If you're needed to work on only part
of the agenda, ask if you can attend only that part of the meeting. 4) How should I prepare? Make sure that you know about any research, readings, or
surveys required to participate. Ask about the expectations for the other
participants because this could influence your preparation. Attend only if you can
prepare adequately or suggest another time for the meeting. 5) What should I bring? Should you bring a laptop? Will you be asked to give a
presentation? Should you bring reports, data, or other information? Make sure that
you have enough time to obtain the tools and materials needed for effective
participation. IAF Certified Professional Facilitator and author Steve Kaye helps groups of people
hold effective meetings. His innovative workshops have informed and inspired
people nationwide. His facilitation produces results that people will support. Sign up
for his free newsletter at http://www.stevekaye.com. Call 714-528-1300 or visit his
web site for over 100 pages of valuable ideas.
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