How To Organize a Meeting
A Preplanning Guide On Scheduling Business Meetings
Even in the age of wireless communication it takes more than an excellent software program for organizing a meeting. It takes a bit of preplanning as well.
Whether you are an executive assistant, meeting planner, management trainee, or the delegated committee member, booking a meeting can be a daunting task. But, scheduling a meeting doesn’t have to be overwhelming if you follow these simple steps.
Before You Start
Obtain the contact information for each attendee's assistant. Copying the assistant can save you untold time and frustration in the long run. Most professionals rely heavily on their assistants to organize and manage their calendars.
Key Players First
Obtain the schedule(s) of the key people who are to be at the meeting. Find three corresponding potential meeting times that are available and hold them. Book a meeting room for these times as well.
The Rest of the Group
Send an e-mail containing the three potential meeting times to each of the remaining attendees and their respective assistants. Request their response as to their preferred meeting time within a specified reasonable length of time. If you do not hear back from a person by the response deadline telephone their assistant to verify that they did indeed receive the e-mail. Ask if they would be able to provide you with the attendee’s availability over the phone.
Group Availability
Once everyone has replied there should be one meeting time that most of the attendees can attend. If you are not able to accommodate everyone refer back to the person who assigned you the task of arranging the meeting. Ask for their judgement as to who needs to be at the meeting. In worse case scenarios you will have to back to the schedules of the key player(s) and start the process over.
Meeting Confirmed
Send out an e-mail to all meeting participants copying their respective assistants with the time, date and place of the meeting. Specify if and what refreshments will be served. Ask the attendees to confirm their attendance, and if appropriate, the name of their designate if they themselves are unable to attend.
Housekeeping Notes
- Release all unneeded time and meeting space . Make the necessary arrangements for catering, audio/visual support, and board room access.
- 48 to 72 hours before the meeting e-mail a reminder to the attendees.
- 24 hours prior to the meeting reconfirm catering numbers and any audio/visual support bookings.
These are the guidelines for booking a meeting. The process is designed for organizing a meeting of a group of people who are not using the same calendar/scheduling system. The key to this system, and in fact for all meeting planning, is to get the key players in place and work around them.
