Preparing for a Meeting?

How to prepare for a meeting is a difficult question to answer, depending on the tone, setting, content, and formality, professional meetings may vary greatly. However, preparing yourself for the meeting beforehand helps you stay relevant and put your thoughts across confidently. Here are a few steps to achieve it.

Confirm The Time, Place, And Duration

Having a thorough idea of the time, place, and duration of the meeting helps you plan your meeting and the day better. If you are in charge of letting your team know about the same, make sure you get the information right before sending across the memo. Any correction to this info could lead to confusion and in some cases may lead to people being absent for the meeting.

Prepare The Agenda

An agenda for the meeting gives everyone attending the meeting a fair idea of what the meeting is about and what to expect out of it. This helps everyone to stay on the same page, be focused, and effective. A good agenda should cover the topics (with breakups) and the time required in discussing each topic. The names of people who would be covering these topics helps manage the flow of the meeting efficiently.

Get Minutes From Previous Meetings

Minutes of Meeting (MoM) play an important role in helping people get a quick idea of what was discussed throughout the meeting. Going through MoM from the previous meeting helps you plan better for the present one. It helps you double check on the ideas, gain perspective if you had missed a meeting, and stay on track as everyone else.

Gather All The Necessary Documents

While preparing for the meeting, documents like statistics, trends, presentations, or any other document that could add value to the meeting should be kept ready beforehand. If you are in charge of distributing this document, make sure you do it well in advance to avoid any last minute confusions or miss outs. If the document/info is short, it could be circulated through an email, otherwise a hardcopy of the same can be shared with people who would be attending the meeting. If you are about to give a presentation, create one with relevant information and infographics.

Keep All The Equipments In Place

While preparing for the meeting, Keeping all the equipments necessary like a paper, pen, projector, screens, laser points, microphone, audio speakers, and cable hook ups in place is a good practice. If there are multiple people presenting their ideas, make sure to check if they need any special equipments for their presentation and cater to the needs, if necessary.

Create A List Of Questions

While preparing for the meeting, if you are looking forward to getting your queries answered, keep the questions ready. Frame them in an assertive way, which everyone can easily understand. Make sure you start with general questions in the beginning to lighten the conversation and then switch to actual questions that you intend to get answers for.

Dress Professionally

Depending on how formal the meeting is, make sure you dress up formally. Keep up with the dress code norms of your organization, if there are any. Always remember that you could make your first impression through the way you dress up to a meeting. Being dressed casually could give away an impression that you are unprofessional. However, if your organization follows casual dress code, make sure you wear comfortable clothing that doesn’t interfere with your routine.

Jappreet Sethi

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Jappreet Sethi
Jappreet Sethi, CEO and founder of HexGn, stands out as a strategic human resource management and entrepreneurial mentorship expert. Under his leadership, HexGn, known for its dynamic community of serial entrepreneurs and industry experts, has trained over 5000 entrepreneurs from 20+ countries, reinforcing its global impact in entrepreneurial education. Sethi’s extensive experience includes strategic government projects, developing e-commerce strategies, and authoring white papers on technology in internal security. His international workshops have spanned 15 countries, aiding participants and clients in raising investments. His tenure as head of People and Process Consulting at Jones Lang LaSalle India and his role on JLL's global Diversity board reflect his deep understanding of organizational dynamics and transformative change. A certified facilitator with an impressive track record in leadership development, Sethi’s expertise in process management is evident in his achievements as a Six Sigma Black Belt and master lean practitioner. He’s also a visiting faculty member at leading institutes, a prominent speaker, and the founder and lead editor of the acclaimed HR blog, humanresourcesblog.in. Recognized as a top HR influencer, Sethi's unique blend of strategic HR expertise, global mentorship, and organizational transformation insight makes him an invaluable asset in guiding companies through growth and innovation.

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