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June 8, 2024 (13d ago)

Master Planning Your Next Meeting

Learn how to plan a meeting effectively, ensuring productivity and clarity for all participants, with insights on OneTask integration.

Ryan Leahy
Ryan Leahy
Operations, OneTask
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Meetings are a critical piece of the business puzzle, serving as a platform for collaboration, decision-making, and update sharing. However, without proper planning, they can quickly devolve into time-wasting sessions that leave participants confused and tasks unclear. This guide aims to walk you through planning a meeting that not only respects everyone's time but also concludes with clear action items and a sense of accomplishment.

Start with the Why

Before sending out calendar invites, it's essential to define the purpose of your meeting. Is it to brainstorm ideas, make crucial decisions, or simply provide project updates? Knowing the why behind your meeting will guide the structure and the participant list, ensuring that every aspect is tailored to meeting your goals effectively.

For brainstorming session management, consider linking to our previous article on Agile Meetings, which lays out how to implement dynamic and productive discussions.

Choose the Right Participants

The attendee list can make or break your meeting. Include only those whose input is essential for the meeting's purpose, respecting their time and schedules. Overcrowding a meeting can dilute the effectiveness of the conversation, leading to longer, less productive sessions.

Create a Clear Agenda

An agenda is your roadmap, outlining what needs to be discussed, in what order, and who is responsible for each part. This clarity upfront can significantly reduce time waste and ensure that all crucial points are covered. When creating an agenda, consider:

  • Assigning time slots to each agenda item to keep the meeting on track.
  • Sending the agenda in advance, allowing participants to prepare or suggest additions.

Leveraging Technology for Efficiency

This is where OneTask shines, offering seamless integration with Google Calendar and Gmail for efficient meeting setup and follow-up. Features such as AI-based task prioritization and automated reminders can be invaluable in the pre and post-meeting phases, ensuring tasks are clearly assigned and deadlines are set and communicated.

Set Clear Follow-ups

The end of the meeting should be as structured as its beginning. Ensure that the minutes of the meeting are summarized, action items are clearly assigned, and deadlines are understood by all. OneTask's capability to draft follow-up emails and reminders can streamline this process, making sure nothing falls through the cracks.

Review and Reflect

Lastly, it's beneficial to periodically review your meeting's efficiency and outcomes. This could mean asking for feedback on the meeting structure, or analyzing the completion rate of assigned tasks. Continual improvement will lead to more productive meetings and a higher rate of task execution.

Meetings, when planned and executed correctly, can be a powerful tool for progression and decision-making within any organization. Integrating a tool like OneTask can further enhance this process, ensuring that the planning phase is as streamlined as possible, and follow-ups are timely and effective.

Incorporate these steps into your next meeting plan, and watch your team's efficiency and satisfaction with meetings improve significantly.

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Available spring 2024.