What are the best ways to prepare meeting participants?

2 Create an agenda

An agenda is a detailed outline of the topics, activities, and timings of the meeting. It helps you organize your thoughts, structure your presentation, and allocate time for discussion and decision making. An agenda also helps your participants prepare for the meeting, as they can see what is expected of them, what they need to know, and what they can contribute. You should create an agenda well in advance of the meeting and share it with your participants at least a day before. You should also invite them to suggest any additions or modifications to the agenda, as this will increase their sense of ownership and involvement.

4 Invite feedback and questions

One of the best ways to prepare meeting participants is to invite their feedback and questions before, during, and after the meeting. Feedback and questions can help you gauge the level of interest, understanding, and agreement among your participants, as well as identify any gaps, issues, or concerns that need to be addressed. You can invite feedback and questions in various ways, such as sending surveys, polls, or emails, using online platforms or tools, or simply asking verbally. You should encourage your participants to be honest, constructive, and respectful, and to share their opinions and perspectives. You should also acknowledge and respond to their feedback and questions promptly and effectively, and use them to improve your meeting process and outcomes.

5 Confirm attendance and logistics

Another way to prepare meeting participants is to confirm their attendance and logistics before the meeting. This will help you avoid any confusion, misunderstanding, or inconvenience that may affect the meeting's quality and efficiency. You should send a reminder email or message to your participants a day or two before the meeting, confirming the date, time, location, and mode of the meeting, as well as the agenda, objectives, and expectations. You should also ask them to confirm their attendance and availability, and to inform you of any changes or special needs. You should also check and test the equipment, tools, and facilities that you will use for the meeting, and ensure that they are working properly and securely.

6 Build rapport and trust

Finally, one of the best ways to prepare meeting participants is to build rapport and trust with them. Rapport and trust are essential for creating a positive and collaborative atmosphere in your meetings, where your participants feel comfortable, valued, and motivated. You can build rapport and trust with your participants by showing genuine interest and appreciation for them, by listening actively and empathetically to them, by respecting their diversity and differences, by being transparent and consistent with them, and by providing support and feedback to them. You can also use some icebreakers, warm-ups, or games to break the ice and create some fun and connection among your participants.