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PLANNING A SUCCESSFUL MEETING

Like most other things, successful meetings start with good planning.  Following are some basic steps to heed in planning your meeting.

Step One: Establish the Goal or Goals for the Meeting
Your first task in planning your successful meeting is to decide just what you want the meeting to accomplish. Why are you holding a meeting? Any or all of the following are justifiable and general reasons for holding a meeting:

1. To make a decision. Here, your purpose is to allow everyone who will be affected the opportunity to have input in that decision. What do you want to accomplish? Sure you want a good decision, but whatever the decision, you want support and commitment from the people who will implement the decision.

2. To analyze and solve a problem. Here, you want input from people with different perspectives and access to different facts that have bearing on a problem. Your goal is not just to gain consensus on how to solve a problem, but the benefit of shared ideas, different perspectives, and new pieces of supporting facts.

3. To resolve conflict. You want to get the warring factions together to find some common ground for agreement. Your goal is the resolution of the conflict.

4. To provide information. Here, your goal is to share information that meeting participants can use as a basis for future action. You choose to hold a meeting to emphasize the seriousness of the information, obtain their immediate reaction, and/or to provide an opportunity for questions and clarification.

5. To recognize accomplishments. Your goal is to recognize and reinforce individuals or groups of individuals who have improved performance or contributed to the achievement of company goals.

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