Summary
Step 1: You prepare for the meeting
You have to
- clearly define the Goals ;
- prepare the plan ;
- set the date, time and duration of the meeting;
- choose an appropriate place.
Finally, you launch the convocations by indicating a detailed agenda.
Indeed, a meeting cannot be improvised. She prepares in advance. The quality of the preparation will influence the quality of the meeting so that it is not reduced to a simple verbal exchange and that it is fruitful.
On D-Day, you must arrive early enough to prepare the room and the equipment. You provide the comfort necessary for a good meeting.
Step 2: You launch the meeting
You set the goal you need to achieve at the end of the meeting.
You remember the agenda (i.e. the different topics to be discussed) and the duration of the meeting.
You assign a participant the task of taking notes. It is he who will then write a report.
If the participants do not all know each other, do a quick round the table to make the presentations and gain the confidence of the people present.
Step 3: You pilot and regulate the meeting
This is a delicate and decisive role. You must stimulate discussion and allow everyone to express themselves. Indeed, all attendees must be able to bring their contribution about, and feel valued.
You respect the interventions and guide the progress of the debates.
Your role is to regulate speaking times and avoid overflows. You must therefore master with finesse the aggressive participants or those who monopolize the speaking.
Step 4: You end the meeting
Closing the meeting allows you to synthesize discussions and to make decisions. This is the time for you to get group consensus.
Our tips:
Prepare the room so that the exchanges are effective: everyone present must be able to see each other. You will be more comfortable if you are all seated around a round table, or if the seats are arranged in a U. Don’t forget to test your equipment before the meeting.