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How do you prepare for a formal meeting?

How do you prepare for a formal meeting?

What to do before a meeting

  1. Clarify purpose and aims. A clearly stated purpose or aim describes the key decisions that must be made or actions that must occur at the meeting.
  2. Create an agenda.
  3. Schedule the meeting.
  4. Post and send out agenda.
  5. Circulate supporting information.
  6. Make room arrangements.
  7. Arrange for recorder.

What are the procedures of conducting a meeting?

The meeting process adheres to the following timed agenda:

  • Clarify Aim/Purpose.
  • Assign Roles.
  • Review Agenda.
  • Work through Agenda.
  • Review meeting record.
  • Plan Next Steps and Next Agenda.
  • Evaluate.

What will determine which procedures and protocols to apply to the meeting?

The type of meeting you conduct will determine which procedures and protocols to apply to the meeting. For instance, conference calls have procedures and protocols related to telephone etiquette that don’t apply to face-to-face meetings.

What should you do when preparing documentation for meetings?


  1. Identify the type of meeting and its purpose.
  2. Identify and comply with legal and ethical requirements.
  3. Identify the requirements of meeting and participants.
  4. Make meeting arrangements in accordance with the requirements of meeting.
  5. Advise participants of meeting details.

Why is it important to prepare for a meeting?

Pre-meeting preparation prevents poor performance and gives you an enormous advantage over someone else who shows up without having done their homework. Learn everything you can about your clients. Each one is uniquely different and each has their own special needs.

How do you plan and prepare a business meeting?

A Checklist for Planning Your Next Big Meeting

  1. Identify the purpose of the meeting.
  2. Make sure you really need a meeting.
  3. Develop a preliminary agenda.
  4. Select the right participants.
  5. Assign roles to participants.
  6. Decide where and when to hold the meeting and confirm availability of the space.

What is formal meeting?

A formal meeting is a pre-planned gathering of two or more people who have assembled for the purpose of achieving a common goal through verbal interaction. Formal meetings are characterised by their predetermined topics, a set of objectives and formal notices.

How do you prepare an agenda for a meeting?

How to write a meeting agenda

  1. Identify the meeting’s goals.
  2. Ask participants for input.
  3. List the questions you want to address.
  4. Identify the purpose of each task.
  5. Estimate the amount of time to spend on each topic.
  6. Identify who leads each topic.
  7. End each meeting with a review.

What are the purpose and procedures of conducting a meeting?

The purpose of meetings is not only to share ideas and to reach a common agreement among members, but also to make decisions and appoint the right people to carry out these decisions. There are several different types of meetings that an organization may conduct and they are commonly outlined in the constitution.

How do you conduct a professional meeting?

Here are 8 meeting management tips to help you address these frustrations and conduct work meetings that are more productive and effective.

  1. Prepare, prepare, prepare.
  2. ALWAYS have an agenda.
  3. Invite the right people.
  4. Be courteous about when you schedule meetings.
  5. Start on time, end on time (or early)
  6. Take notes.

How do you document proceedings of meetings?

Best practices for documenting meetings

  1. Collaborate in one shared document.
  2. Document decisions and action items in real time.
  3. Identify meeting attendees.
  4. Let your agenda guide you.
  5. Incorporate visuals to guide and record discussion.

What are three types of documents you may be required to prepare before a meeting?

The Big 3 Documents You Need to Have in Your Meetings

  • Agenda. An agenda is not a speech script. Your agenda is there to help keep the meeting focused.
  • Strategic Plan. Strategic planning and management is important.
  • Minutes. Minutes are how you take notes of your meetings — you know that.