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SUCCESSFUL MEETINGS - STEPS 2 AND 3
Step Two: Prepare a List of Specific Agenda Items
Once you have the general reasons for holding the meeting in mind, begin to list specific agenda items. What specific problems do you want to solve? What information do you need to share? What areas of conflict need to be addressed? Which individuals or groups should you reinforce? Start with a laundry list of items as they come to you. Then list these items in priority. Chances are you will have more items on your list than you can hope to cover in an hour. Therefore, you need to narrow your list. To do so, start at the top of your priority list, estimate how much time you need to allot each item, and stop after one hour. The remaining items will have to wait until next time.
Step Three: Decide Who Should Attend Your Meeting
Once you have the general goal and specific agenda items in mind, you have the information to decide who should attend. Ask yourself, given these agenda items, who
- Has official responsibility for this item
- Must carry out any decision made about this item
- Must approve a decision about this item
- Possesses information about this item
- Can make a unique contribution to our discussion on this item because they have a unique or unusual viewpoint
Based upon your answers to these questions for each item, draw up a tentative list of participants. Then review your list and the agenda items a second time. Do all of these people need to be present for each agenda item? Should you have two meetings instead of one? Can some participants come to just part of the meeting?
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