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	Meeting Planning Checklist

	By Ramona Creel

Feel free to use this tip sheet / checklist as you tackle your own ""do-it-yourself"" organizing projects. If you would like to REPRINT or DISTRIBUTE this information, please click here for reprinting instructions.

HOW TO KNOW IF YOU SHOULD MEET

determine if the costs of the meeting are justified by the objective
add up salary, overhead, travel time, expense, and lost productivity
multiply that by the number of attendees to determine the cost
then ask why you are meeting -- what you hope to accomplish
to disseminate information? brainstorm? make a decision?
if the objective can be reached without a meeting, skip it
take care of the issue via phone, email, or a memo instead
ask if all the people on your list need to attend
remove "dead weight" from the list (slows down the meeting)

PREPARATION

develop an agenda before the meeting
agenda should explain why, when, where, who, and what
ask participants to contribute important items to the agenda
distribute to participants at least a week in advance
ask attendees to review the agenda and prepare questions
confirm with attendees the day prior to the meeting
decide on the ground rules before starting and list them on a board
includes attentive listening, not interrupting, being prepared, etc.

RUNNING THE MEETING

designate a recorder (other than the leader) to keep minutes
designate a timekeeper to keep everyone on track
stick to the agenda and assign a time limit to each agenda item
if discussion gets off course, don't be afraid to cut people off
write down topics to be tabled for future discussion on a list
schedule a separate meeting to discuss that issue, if necessary

TIMING IS EVERYTHING

establish a firm start and ending time
choose an odd time to begin -- 11:05 AM -- to improve punctuality
schedule in advance to allow participants to plan their schedules
schedule before lunch or quitting time to keep it short and focused
choose an odd time -- 11:05 AM -- to catch people's attention
reward those who arrive on time with a treat
don't wait for latecomers unless they are critical to starting

WHAT TO DO WHEN YOU END

establish clear wrap-up procedures
ask for a signal from the time keeper a few minutes before the end
leader should reach a conclusion and summarize group's progress
develop an action plan based on the meeting discussion
assign follow-up items to specific members of the team
set a deadline for reporting back
ask for status reports prior to next meeting to include in agenda
state the next meeting time, date, place, and adjourn

WHEN YOU ARE THE ATTENDEE

question whether your attendance is necessary
confirm the location and time the day before the meeting
get directions, if necessary
review the agenda and prepare any questions or concerns
be on time and prepared
stay focused on the discussion at hand so you can get out on time

Copyright 2000-2009 Ramona Creel -- you are welcome to reprint any article, but you MUST include this resource box.

"Ramona Creel is a modern Renaissance woman and guru of simplicity -- traveling the country as a full-time RVer, sharing her story of radically downsizing, and inspiring others to regain control of their own lives. As a Professional Organizer and Accountability Coach, Ramona will help you create the time and space to focus on your true priorities -- clearing away the clutter other obstacles and standing in the way of that life you've always wanted to be living. As a Professional Photographer, Ramona captures powerful images of places and people as she travels. And as a travel writer, social commentator, and blogger, she shares her experiences and insights about the world as we know it. You can see all these sides of Ramona -- read her articles, browse through her photographs, and even hire her to help get your life in order -- at www.RamonaCreel.com. And be sure to follow her on Twitter and on Facebook."

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