Every time someone calls a meeting, they should consider using this simple template.
[ meeting-invitation-template begins ]
The desired outcome of this meeting is:
- e.g. Come to agreement on solution for issue X
- e.g. Make a decision about Y.
- e.g. Share announcements about topic Z.
- e.g. Continue to grow a good working relationship with each other by socializing in person.
Note: Explain what this meeting is meant to accomplish, instead of providing a description of the meeting. Focus on the desired result of the meeting. A meeting should accomplish one or more of three things:
- Solve problem(s)
- Make decision(s)
- Share knowledgeand agree to act on it and/or make it a practice
- Knowledge, as in: data –leads-to–> information –leads-to–> knowledge –leads-to–> practice
You should come to this meeting because:
- e.g. You are likely to have input into potential solutions for issue X
- e.g. You are one of the folks who has a viewpoint on what decision to make regarding Y.
- e.g. It would benefit you from hearing the announcements in this meeting.
- e.g. This is your opportunity to ask questions about topic Z.
Note: Give the attendees at least one good reason to attend. Sometimes attendees have no idea why they are invited to this meeting. Don’t be seen as a waster of others’ time.
The guidelines for participating in this meeting are:
- e.g. Please come prepared having read the document about ChaosMonkey.
- e.g. Laptops & mobile communication devices are considered contraband during this meeting. If it is critical for you to have a computer during this meeting, bring a desktop computer :-)
Note: Set the expectations of the participations.
[ meeting-invitation-template ends ]
Further Reading & Thoughts:
- A discussion on this template: https://plus.google.com/107443707510532643538/posts/WBov1aLx9QD
- An example staff meeting using this template: https://plus.google.com/107443707510532643538/posts/YuGSUuCh7w8