The Project Management Tool Kit: 100 Tips and Techniques for Getting the Job Done Right

COMMUNICATION PROCESS37Meeting Planning

What:	A structured process for planning effective meetings.
When:	Throughout a project.
Results:	Willing attendance at meetings that have business value.

Determine the Meeting Objective

Effective meetings require preparation. Begin by defining the meeting objective. Meetings are costly, so the outcome of any meeting must be valuable enough to justify it.

Based on the meeting objective, determine:

• The agenda and topics required

• Participants needed and their roles

• Meeting logistics

Set the Agenda

Create a draft agenda for meeting execution by listing the topics that support the objective. Allow time for starting the meeting and for reviewing, if necessary, any open issues from previous meetings. ...