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A GUIDE TO ROLES & RESPONSIBILITIES BEFORE, DURING, AND AFTER A MEETING Plantronics | January 2016

Better meetings:planning for success

© Plantronics 2016. All Rights Reserved.

2© Plantronics 2016. All Rights Reserved.

IntroductionAt their best, meetings are productive, stimulating, and worthwhile—making them powerful team builders, motivators, and taskmasters. At their worst, however, they can be distracting, boring, and pointless—making them big time wasters.

It was no different here at Plantronics. So we asked ourselves a simple question: “How can we make meetings better?”

One way is to ensure everyone is prepared so they can contribute effectively. And to help, we have identified the key responsibilities for meeting leaders and participants that, if taken on, will make meetings better for everyone.

3© Plantronics 2016. All Rights Reserved.

Before a meeting

O R G A N I Z E R P A R T I C I P A N T

1. Identify the purpose

Identify—and communicate—what you want to achieve by meeting.

Understand the purpose of the meeting and what you can contribute.

2. Assemble the right people

Invite key stakeholders, subject matter experts, and decision makers.

If not clear from the invitation, ask why you’ve been invited.

4© Plantronics 2016. All Rights Reserved.

O R G A N I Z E R P A R T I C I P A N T

3. Prepare Provide pre-read meeting materials at least 24 hours in advance.

Review the meeting materials and prepare comments.

4. Organize Provide correct links, call-in numbers, and passcodes.

Copy any links, call-in numbers, or passcodes to your calendar for quick reference.

Before a meeting

5© Plantronics 2016. All Rights Reserved.

O R G A N I Z E R P A R T I C I P A N T

1. Be efficient Without exception, start the meeting on time.

Be on time or early.

2. Stay focused Drive the agenda and engage participants.

Be present and engaged.

3. Align on next steps

Always have a set of actions, and identify who is to perform them, at the end of the meeting.

Understand the actions you need to take after the meeting.

wDuring a meeting

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O R G A N I Z E R P A R T I C I P A N T

1. Summarize Provide meeting notes. Read the meeting notes, and provide feedback.

2. Follow through

List all actions and those responsible for them.

Follow through on the actions for which you are responsible.

3. Provide feedback

Ask for feedback on topics covered and the action items.

Use a meeting assessment form to score and provide comments.

After a meeting

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It’s time to build a better meeting Our Better Meetings Blueprint gives you practical guidance on how to organize and participate in meetings that have purpose, direction, and action.

Download the complete Better Meetings Blueprint NOW.

© Plantronics 2016. All Rights Reserved.