Key elements to ensure a successful meeting

When you organise a meeting or even conference, it is done with a specific purpose in mind. It is therefore important that you make sure your meeting runs smoothly in order to achieve your aims and produce a great outcome for everyone. Therefore, there are a number of things that you need to consider in order to make sure that everything goes to plan, and your meeting is a success.

In this article, Workplace Refreshments take a look at what you need to think about when planning your meeting, from the practical to the more creative.

Get your paperwork in order

If you are planning a meeting, then you need to make sure that all of your paperwork is in order well in advance. You might want to consider putting together an agenda so that everyone knows what the meeting is about and ensuring that it stays on track. If you have other resources that you want to use, make sure these are put together and circulated with enough time for people to look at them, or ensure they are accessible on the day of the meeting either through printed copies or in a digital format.

Plan your space

No matter how big or small your meeting might be, you will need an appropriate space in which to hold it. This might mean that you need to boo a meeting or conference room in advance, and make sure that all of the attendees know exactly where it is. You will need to check that it is capable of accommodating the right number of people and that it meets any special accessibility needs.

You should also ensure that it has good wi-fi connectivity, as those working in the meeting are likely to need this in order to present things or do further research while they are there. It might not be the first thing that you think about, but you should also look at the power supply in the room. If everyone is going to want to bring a laptop, are there going to be enough plug sockets for them to all use at once?

If you are holding any kind of presentation, you will also need to check that there are whiteboards or screens available for you to use.

If the space you are using for your meeting is not in a dedicated room, then you need to think carefully about what else is around you. Is the space appropriate for what you are discussing? Is there a risk that sensitive information might be overheard? Will outside noise prove to be a distraction for those in the meeting? If any of these things look like they might be an issue, then you should consider finding a new venue.

Refreshments

Refreshments can be a very important part of any meeting. Whether it is a quick hit of coffee to keep everyone going or a fully catered lunch, you need to give careful thought to the food and drink that you intend to provide.

Not having coffee or water on hand can lead to interruptions as people feel the need to go off searching for something to keep them alert, so having a coffee machine or water cooler in the room can ensure the smooth flow of your meeting.

Food is also important as it goes a long way in making a good impression. When people become hungry, they can also become tired, lose their concentration and even find that their mood deteriorates, which is likely to have a significant impact on the success of your meeting. You might want to ensure there are cakes and pastries in the middle of the table or that you break things up with a proper lunch.

Food is also a great ice breaker, as it can encourage fewer formal conversations and allows people to bond and forge better relationships, which can only benefit the aims of your meeting. Don’t forget to check whether any of your attendees have special dietary requirements such as allergies, intolerances, religious restrictions or veganism and take them into account.

Be on time

In a world where we want everything instantly, time is of the essence with meetings, and people have less and less patience when it comes to sitting around. If you have decided that your meeting will start at 10am, then make sure you are punctual. This involves getting everything ready in advance and rounding people up if necessary.

You also need to make sure that your meeting ends on time, as people will almost certainly have other things to do with their day. They cannot afford for the meeting to overrun, which means neither can you as it can lead to things not being decided, or even the wrong decisions being made just to move things on.

In order to achieve this, you need to keep a close eye on how your meeting is running. Set time limits for any presentations and try to bring conversations back on course if they seem to be going off on a tangent.

Resources

You should also make sure that you have any important resources on hand to prevent delays within the meeting. Lay out some notepads and pens at each place, ensure there are whiteboard markers and erasers ready and get out anything else that you attendees might need.

If there is any technology in the room that you are unfamiliar with, such as a projector, make sure that you get a crash course in advance so that time is not wasted during the meeting while you try to get things working, and your reputation as a technological whizz remains intact while other people are looking on.

Any meeting needs careful planning, but there is a lot more to it than just thinking about the content. The logistics of where you will hold your meeting, what facilities you will need and how you will keep people fed and watered are just as important if you want your plans to come to fruition.