Look at people’s days off and holidays that might be booked. You don’t want to have a meeting with only half of the group there.
- Book the meeting. Put the details in your diary. Book the meeting room if applicable.
- Ensure that everyone is aware of the date. A reminder a couple of days before might also be a good idea. This can be in the form of a memo or an e-mail.
- Put the date in your team’s diary – give them notice that you will not be in the office due to the meeting.
- Ensure that you have all the appendices to the Agenda and read them!
- Gather information you need and copies for other members where appropriate (sometimes having information in front of them is essential for them to follow – do they need to have read it in advance?)
- Ensure that your information is well organised – you don’t want to be searching your papers for what you want.
- Check your venue (if away from your company premises) and how to get there. Allow yourself travelling time. Do you need change for the car park?
- Anticipate questions and prepare answers.
- Allow time for questions and answers.
- Bring appropriate stationary (pens, notepads etc).
- Ensure you are not called out of meetings unless it is URGENT – it does not make you look indispensable – just disorganised.
- Remember to switch your mobile phone off.
- Familiarise yourself with the fire escapes as you will need to inform the participants of the meeting at the start of the meeting of where they are situated.