Planning project meetings and /or workshop

1. Consult with your team and relevant stakeholders to clarify the purpose of the meeting so that the right people are invited and relevant topics are identified to be discussed. People are more likely to attend and particiate when they understand the purpose of the meeting

1.1. Next level topic

2. Decide who attends and why - everyone who attends should be there to contribute in some way. Remember that smaller meetings are easier to manage, so only people who need to be communicated with should attend

2.1. Next level topic

3. Circulate the written agenda and any background material in advance (they should be sent along with the invitaions). This allows everyone sufficient time to suggest changes to the agenda and to prepare for the meeting.

4. Many organisations have communication rules and regulations for planning and conducting meetings. Know and use procedures that have been agreed upon in the organisation.

5. Prepare the written agenda with topics and their chosen discussion times - this helps people to see the purpose of the meeting and why attending the meeting is in their best interests. The agenda is also the guideline for conducting the meeting.

6. Most meetings should be scheduled to run for one hour or less. Make sure you discusss prioriyt issues in this limited. If the meeting runs longer than this, schedule a follow-up meeting.

7. Give advance notice by sending invitaions 2 weeks before the meeting. This gives people time to prepare for the meeting. Make sure everybody knows the time, date and venue of the meeting in advance. You must inform everybody in good time if these change.