The Invitation
Always set meetings for least amount of time needed to cover the material. True or False.
False- Best practice: Double that amount of time.
What should you do in Outlook if a meeting’s purpose changes significantly?
Update the invite and notify attendees.
What captures off topic ideas and ensures the conversation stays on topic?
Parking Lot
How soon should a meeting follow up email be sent?
Within 24 hours.
Before scheduling a meeting, what key question should be asked to respect associates' time?
Do we need this meeting?
*Hint- There are more than 4.
Clear Subject Line, Clear Purpose/Objective, Agenda, Location or Virtual Link, Required Preparation/Pre-reads, Attendee Roles
If a meeting needs rescheduled, how soon should the host alert the attendees?
As soon as possible.
Not right before it starts.
What should be done at the start of every meeting?
Restate the purpose and desired outcome.
If a recurring meeting no longer adds value, what is the appropriate course of action?
Cancel the Meeting.
When accepting/declining a meeting, what option should ALWAYS be selected?
Send response.
What should be included in every meeting invitation that helps invitees discern if their presence is needed?
*Hint- Not including one can result in decline responses.
An Agenda
What Outlook feature allows you to propose a new time if the original doesn’t work?
Propose New Time
Before the meeting runs past the scheduled end time, what should the host do?
Acknowledge the time, ask permission to go longer than planned, accept that some people will elect to leave.
The person who missed the meeting.
*BONUS- are there exceptions?
What technique involves intentionally limiting discussion time to maintain momentum?
Timeboxing
*This should be outlined on the agenda.
What is important to consider when deciding whom to invite?
Invite only those whose input or presence is necessary.
What should be included in a meeting reminder email?
Everything in the original invitation.
How many minutes is standard to delay the start of the meeting to ensure late attendees arrive?
ZERO
Always start on time.
What helps hosts improve on their skills of effective meetings?
Feedback, evaluations.
Best Practice: When hosting a meeting with execs and other employees, what should be done to avoid reschedules due to the execs availability?
Invite the execs first, and once they accept, invite the others.
Before the invitation is sent, what should be checked in order to avoid declines, reschedules, and postponements?
Attendee Availability
Name 3 things the host should check regarding the meeting space before the meeting starts?
Seating layout, operable technology, required materials.
In a virtual meeting, what should every attendee have turned on?
Their camera.
Name 3 things that should be included in a meeting recap email?
*Hint- There are more.
Clear subject, Takeaways/Summary, Key decisions made, Action items assigned, Next steps, DUE DATES.
If someone says these words, fire them.
Kidding- But this is the worst sin of meetings.
"Why are we here again?"