L : Chapter 7 : Leading Productive Meeting

Communication purpose and strategy should come first in planning meeting, as in all communication situations. when we have something to communicate and are considering a meeting, we shold first determine overall purpose and consider the needs and preferences of your audience. Consider purpose in any case, we should be sure a meeting is the best forum for what you need to accomplish. Consider Audience we will also want to consider audience. How do most of your employees like to receive information ?

Completing the Essential Planning
Clarifying purpose and Expected Outcome Meetings often have multiple objectives, but effective meeting, like good presentations and memos. Determining Topics for the Agenda In determining the agenda topics and the meeting tasks, we will want to estimate the time it will take to cover each topic.Selecting Attendees is important to the success of a meeting. The attendee you invite should be the ones who can contribute to achieving your objectives. Considering the setting the best setting for the kind of meeting you plan to lead. The setting considerations should include location, equipment, and layout of the room. Determining when to meet Setting time for the meeting can be important to accomplish goals, you want people when they are at their best. Establishing needed Meeting information provide any information the group may need before or during the meeting to accomplish the meeting purpose.
Conducting a Productive Meeting announce at the start of the meeting the decision-making approach that you plan to use, clarify leader and attendee roles, and responsibilities, and establish meeting ground rules.
Ground Rules 1. Meetings will start and end on time 2. Active participantion by all is expected. 3. No sidebars are allowed.
Example Ground Rules for Virtual Meetings 1. Introduce yourself when you join the meeting. 2. State your name prior to your comments throughout the call. 3. Avoid any side conversations since not all participants can hear them. 4. Keep the speakerphone close to the person who is talking to avoid background noise. 5. Avoid tapping pens or shutting papers since these sounds maybe exaggerated on the other end.