Invitation and agenda of a meeting Tutorial

Unlock the secrets to effective meeting management in 'Invitation and Agenda of a Meeting.' Discover how a well-crafted invitation sets the stage for collaboration and teamwork before the meeting even begins. Learn to create a motivating agenda, engage your attendees, and ensure everyone is prepared and excited. Don't miss out on transforming your meetings from mundane to impactful!

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the moment they receive your invitation.

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The success of your meeting is therefore built in advance

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of the meeting with the drafting of an invitation,

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including clear and motivating agenda.

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Let's see how you can choose the right tone and proper content in your invitation

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and how to stimulate the attendees's commitment.

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The right tone is already thinking in terms of the

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invitation and not of the summons to a meeting.

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The right tone is to send a real invitation,

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not just an invitation on an Outlook calendar or a Google agenda.

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It's about investing time,

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more time invested to save time.

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Take the time to send a clear and friendly email about the agenda.

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Take the time to explain to people who would

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hesitate to come or don't know the subject,

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what's it about and what you expect from them.

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Take the time to tell key people that their presence is essential,

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either in person or by phone or video conference.

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The meeting starts as soon as the invitations are sent out,

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and so you're already expected to be friendly and create a good atmosphere,

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even if it's a regular monthly meeting.

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The best content of an invitation email is also in the agenda.

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What are the subject,

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the objectives,

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the expected people,

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who will intervene on what subjects and in what timing,

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what decisions will be made?

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Be detailed on the agenda,

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which you can show again at the beginning of the meeting.

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An effective and well articulated agenda is the key to success.

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It is a good way for everyone to prepare themselves,

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prepare their speech,

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their input,

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their questions,

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and to become aware of the value of their participation,

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or to determine upon reading the detailed

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agenda that their presence is not necessary.

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The agenda will effectively frame the process and make it

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easier for the facilitator to reframe the discussion by saying,

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for example,

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Natalie,

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this issue is not on the agenda,

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I propose to raise it at our next meeting.

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What will be written on the agenda of the meeting invitation?

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A few suggestions.

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Give your agenda a title,

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specify the type of meeting,

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project meeting,

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department meeting,

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EC meeting,

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board of directors.

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Note the objectives.

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Note the place and the start and end times.

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Note the people invited and the function and role.

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Note in the meeting agenda the different sequences planned with

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the speakers and the expected results of each session.

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Allow extra time for breaks and discussion,

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especially at the end of the meeting for questions

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and for the organization of the next meeting.

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Have this agenda reviewed,

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and last but not least,

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stick to your agenda on the day.

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For some people it will be necessary

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to give some additional information in advance of

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the meeting to put them on the same level of information as the others,

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so that you don't have to waste 10 minutes

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so that everyone knows what the meeting is about.

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Your participants' time is precious.

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They should not have to endure the lack

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of information from this or that participant.

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It is up to the meeting moderator to sort this out before the meeting.

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The invitation is also an opportunity to remind and stimulate involvement.

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If the previous meeting had resulted in an action plan,

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which had been sent at the end of the meeting,

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you can briefly mention it in the invitation.

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A meeting is a real investment of group time.

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The more the participants have prepared themselves through prior work,

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the less time everyone will lose during the meeting.

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Be clear and very assertive about the prerequisites.

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Ask this or that document be read beforehand.

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If you want to run a decision making meeting,

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ask clear questions so that they think about them before the meeting.

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For example,

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ask them to think about the following.

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What do you consider to be the three

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strengths of our service and customer relations?

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What do you consider to be three good habits to be developed?

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Be demanding about the need for everyone to prepare.

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The group dynamic can be quickly broken by

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those who have not done the preliminary work.

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It's up to you to establish this culture of

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meeting preparation by being exemplary in this respect.

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As a facilitator,

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invest time before the meeting.

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Take 2 or 3 hours at least to prepare for a 1 hour meeting.

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Ask your participants to spend 1 hour at

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least to prepare themselves for the meeting.

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Give them information and questions to reflect on.

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Give them a role,

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a task.

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Remind everyone of the importance of preparation by going

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around the office the day before the meeting,

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for example.

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Anna,

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did you read the document I sent you?

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John,

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have you had time to think about the 3 questions?

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Rely on the most dedicated and motivated allies

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to enhance this culture of meeting preparation.

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Online collaborative tools like Clako allow you to

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send content very easily before the meeting.

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There are several advantages to using an application

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instead of email to send the agenda.

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You can easily mix different contents,

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texts,

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photos,

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videos,

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you can integrate questions and see the answers of your recipients.

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That will bring a real added value to find out before the meeting,

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what the participants' expectations are or what their

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level of knowledge on the subject is.

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Above all,

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you can find out who has accessed and opened your content.

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The meeting starts as soon as the invitation is sent with the agenda,

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making sure everyone

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feels concerned,

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gets on board and prepares for the meeting before you even get together.

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You'll have less to carry during the meeting.

Mandarine AI: WHAT YOU SHOULD KNOW