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* a chairperson or Master of Ceremonies to move topics along without rushing presenters, or allowing them to ramble.
* general logistics before hand, such as restroom locations, break times, and telephone or walk-in interruptions.
* a priority system so that most important topics or pressing matters are covered first.
3. Assign particular responsibilities. Be sure to select responsible people to carry out responsibilities of your meeting. Also be sure:
* to match topics and tasks with competent presenters.
* to give them clear, complete, and specific instructions including assigned time to complete their presentation.
* to gain concurrence of your key participants.
* to have a clock in clear view of presenters.
* to start on time, regardless. (This is perhaps most important aspect of running a successful meeting.)
4. Establish a positive meeting environment. Take time to plan your meeting. Perhaps most important aspect to consider is environment where you will hold your meeting. To insure its success, be sure you:
* create an environment that is conducive to effective communication.
* set start and ending times that are conducive to all.
* develop environment around a theme.
* consider objective of meeting when selecting room.
* consider decorating room, if this is warranted.
* arrange and test audio-visual support before hand.
* arrange seating of participants and attendees, depending on estimated number of attendees.
* arrange seating plan for optimal effect.
5. Plan all activities. Take time to plan and plan again all events, people, places, and things related to objective and theme of meeting. Be sure to:
* gather input where relevant.
* take notes where necessary.
* prepare adequate quantities of handouts.
* prepare to post adequately announcement of meeting along with its agenda, times, participants, and any other relevant information.
* prepare backup materials.
* prepare post-meeting evaluations, where necessary, and summary handouts.
Remember: When you maximize your potential, every one wins. When you don't, we all lose.
© Etienne A. Gibbs, MSW
Etienne A. Gibbs, MSW, Management Consultant and Trainer, conducts seminars, lectures, and writes articles on his theme: "... helping you maximize your potential." For more information visit www.maximizingyourpotential.blogspot.com, or email him at email@example.com.