Running Effective Meetings - 5 W's And An H For Meeting Invitations
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5 W's And An H For Meeting Invitations
Looking for a way to improve meetings? Then, start with pre-planning to make sure the meeting is the best possible. Once it has been determined a meeting should be held it is important to invite the right people in the correct way.
By: Shirley Fine Lee
Looking for a way to improve meetings? Then, start with pre-planning to make sure the meeting is the best possible. Once it has been determined a meeting should be held it is important to invite the right people in the correct way.
By: Shirley Fine Lee
This is done with a meeting invitation. The best meeting invitations will provide attendees with the answers to their questions of who, what, when, where, why, and how related to the meeting.
·Why is this meeting needed? The purpose of the meeting should be listed prominently in the invitation. This lets potential attendees know the big picture and what the goal for holding a meeting is.
·When is the meeting? A good meeting invitation will show the date of the meeting and times when the meeting will start and end. This helps attendees with making plans around the meeting, as well as preparing what they need for the meeting.
·Where is the meeting? The invitation will direct attendees to where meeting will be held. If any special travel arrangements may be needed, the invitation should provide data for the travelers.
·Who will be attending? The invitation will be addressed to all the expected attendees and copy any presenters as well. If known at the time of the invitation, include the name of the facilitator and recorder as well.
·What steps will be done in the meeting? Steps to accomplish the meeting purpose in the allotted time are provided in an agenda. A well thought-out agenda will list what actions need to be done, how much time is allotted for each action, and who is primarily responsible for each agenda item.
·How the meeting steps are to be accomplished is done by writing an agenda using actions words and describing any special techniques that may be used, such as brainstorming, process analysis, voting or consensus decision making.
When planning a meeting, remember to prepare a meeting invitation that lets people know all they need before planning to attend. Be sure the meeting invitation answers the questions of who, what, when, where, why, and how so an attendee does not need to make a phone call to find out.
·Why is this meeting needed? The purpose of the meeting should be listed prominently in the invitation. This lets potential attendees know the big picture and what the goal for holding a meeting is.
·When is the meeting? A good meeting invitation will show the date of the meeting and times when the meeting will start and end. This helps attendees with making plans around the meeting, as well as preparing what they need for the meeting.
·Where is the meeting? The invitation will direct attendees to where meeting will be held. If any special travel arrangements may be needed, the invitation should provide data for the travelers.
·Who will be attending? The invitation will be addressed to all the expected attendees and copy any presenters as well. If known at the time of the invitation, include the name of the facilitator and recorder as well.
·What steps will be done in the meeting? Steps to accomplish the meeting purpose in the allotted time are provided in an agenda. A well thought-out agenda will list what actions need to be done, how much time is allotted for each action, and who is primarily responsible for each agenda item.
·How the meeting steps are to be accomplished is done by writing an agenda using actions words and describing any special techniques that may be used, such as brainstorming, process analysis, voting or consensus decision making.
When planning a meeting, remember to prepare a meeting invitation that lets people know all they need before planning to attend. Be sure the meeting invitation answers the questions of who, what, when, where, why, and how so an attendee does not need to make a phone call to find out.
Shirley Fine Lee, author of "R.A!R.A! A Meeting Wizard's Approach", has worked as a training and development specialist since 1986, and an independent consultant since 2000. She has extensive experience, helping organizations with their team building, training development, meeting facilitation, presentation delivery, and other communication needs. This work involves developing productivity tools, presenting workshops, and writing. For instance, she has authored numerous training manuals and guides, on a wide variety of topics. Her programs include time management, getting organized, problem solving, and team building. Find out more about her and options she provides on her website www.shirleyfinelee.com.
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