Is the meeting really necessary?
According to the Human Capital Magazine website, this is the most fundamental question. Are you perhaps planning a meeting that could just as easily be handled via email?
Does everyone need to attend?
Meeting organisers often tend to invite anyone who might have even a minor connection to the topic. But is that really necessary? Meetings with fewer participants, who are actually capable of resolving the matter, are often far more effective.
Do all participants need to attend the entire time?
Once you have your list of invitees, ask yourself whether everyone needs to be present for the whole duration. Could you divide the meeting into segments and invite certain people only for the part that is relevant to them?
How could I make the meeting more efficient?
How can you structure and conduct the meeting to make it as efficient as possible? How can you ensure everyone stays on topic and the discussion leads to meaningful conclusions?
Have I sent the agenda in advance?
Allow all participants to prepare by sending them a list of topics and discussion points beforehand.
Do I have a clearly defined goal for the meeting?
Every meeting should have a specific goal, such as to plan the next steps, make a decision or generate possible solutions. The goal must be defined in advance and clearly communicated to all participants.
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