Successful meetings require good planning. The following is a checklist of essential planning items to consider:

TIME AND PLACE
When and where is the meeting?
Length- how long it will last?

PEOPLE
Who will attend?
Who will chair?

ROLES
Do participants have special responsibilities?
Will people have time to prepare input?


PURPOSE
What is the objective of the meeting?
What is the agenda?


TYPE OF MEETING
Purpose of meeting: briefing? Brainstorming?

FACILITIES
Do we have a room with equipment?
What about refreshments, car parking etc.

COMMUNICATION
What document is required?
Who will prepare and circulate it.

Fill in the blanks.

Linda:        Did you see the memo that is__________ the office?

Mark:        Do you mean the one about the meeting tomorrow? Yeah, I saw it.

Linda:        I’m still not sure what the meeting is about.

Mark:        We’re supposed to brainstorm ideas for better sales approaches.
Linda:        Is it essential that everyone________ the meeting? I was planning to be
                out of  the office tomorrow afternoon.

Mark:        Of course it’s important. Bob is going to chair the meeting. I think he is
               going to________ an idea he came up with.

Linda:        I guess the length of the meeting will be at least a few hours. I hope we
                 have _________.

Match each word with people or things it includes.

1.        documents                        a. chair, secretary, participant
2.        equipment                        b. coffee, sandwiches, fruit
3.        facilities                        c. memos, handouts, minutes
4.        refreshments                d. overhead, microphone, VCR
5.        roles                        e. conference room, tables, chairs

Fill in the blanks in the following memo.

Agenda        attend        combination        positive        purpose


MEMO

TO:        All staff
FROM:        Don Jones
RE:        Staff meeting


This is just  to remind everyone about the ________ for Friday’s meeting. The meeting will be a __________briefing and brainstorming session. Please come prepared to__________ ideas for reorganizing the office! And remember that we want to maintain a__________ atmosphere in the meeting. We wont criticize any ideas you share. All staff members are expected to__________ the meeting!