Yes! The 3 P's actually work. Both for the person running the meeting and the attendees.
...below are some bullet points, please add comments with your "best practices."
- Date (day of week and date).
- Location (address/map/be specific).
- Time (start and finish).
- Theme (creates interest).
- Agenda (and a Plan B for emergencies).
- Number of attendees, names and business / roles.
- Expected outcome (creates expectations).
- Food? Drinks? Special needs?
- Finalize and send out agenda.
- Confirm attendance (ask for any special needs).
- Prepare your presentation(s), and questions and comments.
- Share with attendees what they need to bring to the meeting.
- Follow up and confirm with location and food.
- Attendees: confirm and clarify expected outcomes, agendas, themes with chairperson before meeting day.
- Listen to weather reports. (have a plan B for travel arrangements)
- If you are running the meeting, do several mock run-throughs with yourself or friends and family.
- If you are contributing to the meeting practice your speech, presentations, questions and comments.
- Make sure you know exactly where the meeting is located. Drive to the location the day or night before.
- Make it a standard practice to arrive at all meetings 15 minutes early.
- Make it a standard practice to follow up on meeting action steps.
- Make it a standard practice to thank facilitators and attendees of the meeting, for their time and participation.
- Make it a standard practice to ask for feedback, if applicable.
- Make it a standard practice to schedule the next meeting before meeting ends, if applicable.
"Failing to plan, prepare and practice...creates a practice of preparing a plan that will fail."
Copyright (1-28-2013) by Bob Gambone.