3 Key Elements Of Planning Your Next Meeting

Wouldn’t it be great if there was a simple, easy to use, never fail template for planning your next meeting or conference? You know, something where all you had to do was plug in your dates and times and in return you get a meeting agenda guaranteed to be a smashing success!

Well, I’m sorry to be the one to tell you…this type of meeting planning template just doesn’t exist. And if it did, I’m afraid it would be so expensive, very few of us could afford to use it!

Every meeting, or conference, is different and the people attending those events are different as well. This means you need to take this uniqueness into account when planning. To help you do this, here are 3 key elements you should consider when planning your next meeting:

  1. Purpose – Why is the person attending and what do they hope to get out of this meeting? Typically people will fall into one of two categories. The first are those who are looking for practical tips they can immediately apply on the job or in their life. The second category are those people who are seeking new information, ideas or trends. It could be both, so you may want to look to balance the practical application with also giving them an understanding of the bigger picture.
  2. Structure – How will the information be presented? Again, attendees typically fall into 2 different camps. Those who prefer a lot of specifics/details and those who prefer the ideas to be presented in a broad, general way. The first prefer a clear agenda and well defined objectives, while the latter are comfortable with a more free flow exchange of ideas. Again, your attendees will probably fall in both camps so be sure to consider how you can appeal to both when planning your sessions.
  3. Involvement – The third element to consider is how your participants will be involved in the meeting. Do your folks prefer to be actively, hands-on involved, or do they prefer to take in a lecture and then reflect on what they’ve just heard? The trend in adult learning is towards more participatory involvement, but you will need to keep in mind some folks will not be comfortable in that type of learning environment.

As we’ve pointed out, chances are good your next meeting will include a mix of learning styles and preferences so be sure to offer sessions that will appeal to both. The key is to know your audience and plan accordingly!

What about you? What planning tips have worked for your organization?