Introduction and Setup Task 1

Introduction

Hi, my name is Muhammad Razzaq and in this blog I will be posting about different techniques and steps you can take in order to have a productive meeting. It is important to plan out a meeting before hand because you need to know what to talk to about during the meeting, you don't waste anybody's time and the important information or ideas are communicated successfully. Successful meetings are always structured, some parts can be more visible than others, especially in informal meetings. There are 8 different setup tasks that you can do in order to have a successful meeting. 

Choose the time wisely 

You would want to pick a time where people are not hungry, tired or distracted by something. Try to be stern with the date and time because it is hard to choose a time that everyone prefers, because people prefer different things. But still try to accommodate everyone to the best of your ability.

Timing is very important for a meeting

Everyone should know that the meeting will start on time and take attendance at the beginning of the meeting. Make sure to assign some one in the group before hand to take minutes and let everyone participating in the meeting that minutes will be taken. It is important to e-mail or call the person who is being assigned to take minutes so that he or she comes prepared with a notebook, pencil, pen, etc. Minutes are the notes taken during the meeting to keep track of all the ideas and information being discussed.

Keeping minutes to a meeting is very important, here's an example

 Pick a realistic time limit and try and stay within that time limit. Always make sure that the meeting room is quite and free from any distractions. That means that going to a restaurant for a meeting is probably a bad idea, even though it can be fun but you won't accomplish anything.

Here is a short video that I found on youtube, which has little hints and tips for having a successful meeting:

If you have ever experienced an unsuccessful meeting because the time was not chosen wisely, there were distractions, or minutes were not kept, please let me know of your experiences in the comments below.