Meeting Plan for Management Meeting
Meeting Plan for Management Meeting Tuesday 24th November.
1. Book the Venue – Because the boardroom is unavailable, I need to find a conference room or similar close to the business as possible to cut down on travel times. Check out the meeting room for availability on the date and at the time required. Check access to the room prior to the meeting for setting up.
2. Format – Work out what the format of the meeting will be. Because the CEO is attending as well as managers, the meeting should be formal.
3. Seating – Confirm the numbers attending and make sure that there are enough tables and chairs for everyone. Arrange the seating beforehand in the appropriate formation to ensure everyone can see and can be seen.
4. Tools and technology – Make arrangements to have video and television equipment available for the presentation. Also have available the necessary equipment to facilitate the teleconference with the other participant who can’t attend in person. Supply a microphone and speakers for the presentation. Once this is all on-site then checks should be made to ensure everything works correctly and it is easy to use.
5. Information to be presented – Have a list of what information will be discussed at the meeting as well as how it will be presented and who will be doing the presentation.
6. Handouts – Have copies of all documentation needed at the meeting. This will include financial reports, correspondence, manager’s reports and copies of the last meeting. These handouts should be available to the attendees at the meeting. Ideally, to avoid delays, these should be placed in front of each attendee’s seat ready for them when they get to the meeting. For those who are unable to be there personally, these handouts can be sent to the electronically so they have them in time for the meeting. Also ensure there is sufficient blank paper and pens for the attendees to take notes during the meeting.
7. Refreshments – Because lunch will be catered for, I would need
1. Book the Venue – Because the boardroom is unavailable, I need to find a conference room or similar close to the business as possible to cut down on travel times. Check out the meeting room for availability on the date and at the time required. Check access to the room prior to the meeting for setting up.
2. Format – Work out what the format of the meeting will be. Because the CEO is attending as well as managers, the meeting should be formal.
3. Seating – Confirm the numbers attending and make sure that there are enough tables and chairs for everyone. Arrange the seating beforehand in the appropriate formation to ensure everyone can see and can be seen.
4. Tools and technology – Make arrangements to have video and television equipment available for the presentation. Also have available the necessary equipment to facilitate the teleconference with the other participant who can’t attend in person. Supply a microphone and speakers for the presentation. Once this is all on-site then checks should be made to ensure everything works correctly and it is easy to use.
5. Information to be presented – Have a list of what information will be discussed at the meeting as well as how it will be presented and who will be doing the presentation.
6. Handouts – Have copies of all documentation needed at the meeting. This will include financial reports, correspondence, manager’s reports and copies of the last meeting. These handouts should be available to the attendees at the meeting. Ideally, to avoid delays, these should be placed in front of each attendee’s seat ready for them when they get to the meeting. For those who are unable to be there personally, these handouts can be sent to the electronically so they have them in time for the meeting. Also ensure there is sufficient blank paper and pens for the attendees to take notes during the meeting.
7. Refreshments – Because lunch will be catered for, I would need