A big meeting is a conference, where the facilitator identifies the essence of the problem, different points of view, and approaches to its solution, and then provides an opportunity to speak out for the participants and comment on these speeches.
A Checklist of Big Meeting Planning. What Not to Forgot About?
The head of big meeting planning wants to:
- inform the audience about something;
- explain something to the audience;
- discuss something (problem, solution, situation, etc.) with the audience.
For what, in fact, is the performance started? If there is no clear answer to this question, do specialists need such a presentation? If we replace clever and foreign language terms in the text of the report with ordinary words – won’t the content of the report become commonplace? Does the author refer to his predecessors? Does it compare with existing counterparts? It is worth noting that novelty and relevance are two different things. The novelty characterizes how new the content of the performance is in comparison with the existing analogs. Relevance – how much it is needed now.
Mastery is not a one-time action, but a habit. Undoubtedly, the most advantageous option is both new and relevant. Not bad if relevant, but not new. For example, a long-standing problem, but never solved by anyone. Tolerable, if not relevant, but new. But if it is not new and not relevant, does anyone need such a performance?
Before the meeting, check the most important aspects for the last time, especially:
- readiness of speakers;
Make Big Meeting Planning as Efficient as Possible
So what needs to be done to make the big meetings planned as efficient as possible? Here are 12 proven steps:
- Organize meetings in your organization. Determine which meetings will be held regularly and prepare their own schedule for each. In the regulations, describe the frequency (day of the week, time) and location, the range of issues to be resolved, the list of meeting participants, the preparation process, and the format of the final document.
- Develop a report form on which participants will prepare and report. Do everything so that the printed report can fit on an A4 sheet. It is not necessary to include all available data in the report. Be concise. Indicate only really useful data types.
- The meeting must have a purpose. And it is better than this goal to make a decision. Simple communication is easier and smarter to do via email.
However, it is also important to big meeting organization leaders to:
- The number of reports is increasing, but the amount of knowledge contained in them does not remain the same; therefore, all your diagrams and presentations should be built with this in mind. This means that you must be able to prepare a set of slides that can be shuffled from one presentation to the next.
- Hide nothing from the officials to whom the reports will be sent. Their reputation and yours are on the same line. Don’t hide your warts and pimples. No excuses – just establish the facts.
- External audits are usually carried out at the strictest timeframes. Therefore, maintain up-to-date business and technical datasets so that you can respond quickly to review requests.
- Never interrupt your subordinates in public (in front of others, do not undo your earlier decisions about the assigned work). Even if you decide to change, never take responsibility without your subordinates.
- Reports are written not for the person who compiles them, but for the person to whom they are intended.