How can you create an unforgettable meeting experience for attendees?

1 Define your purpose and goals

Before you start planning your meeting, you need to have a clear idea of what you want to achieve and why. What is the main topic or problem you want to address? What are the specific objectives and outcomes you expect? How will you measure your success? Having a clear purpose and goals will help you design a relevant and focused agenda, invite the right people, and prepare the necessary materials.

2 Choose the right format and platform

Depending on your purpose and goals, you may want to choose a different format and platform for your meeting. For example, if you want to brainstorm ideas, you may prefer a workshop-style meeting with interactive activities and breakout sessions. If you want to share information, you may opt for a presentation-style meeting with slides and Q&A. If you want to build trust and rapport, you may choose a casual meeting with icebreakers and games. You also need to consider whether your meeting will be in-person, online, or hybrid, and select the appropriate tools and technology to support your format.

3 Create an engaging agenda

An agenda is not just a list of topics and timings; it is a roadmap that guides your meeting and sets the expectations for your attendees. To create an engaging agenda, you should consider having a catchy title that summarizes your main topic and captures attention, as well as a clear and concise introduction that explains your purpose, goals, and format. Additionally, you should have a logical and balanced sequence of activities to cover your key points and allow for interaction and feedback. Finally, you should have a strong and memorable conclusion to summarize your outcomes and action items, as well as a realistic and flexible timing that respects your attendees' attention span and availability.

4 Prepare and communicate well

Preparation and communication are key to creating a smooth and positive meeting experience. You need to prepare yourself and your materials well in advance, and make sure everything is ready and working before the meeting. You also need to communicate effectively with your attendees before, during, and after the meeting. You can use email, phone, or chat to send them the agenda, the meeting link, the ground rules, and the pre-work. You can also use polls, surveys, or quizzes to collect their input, feedback, or questions. And you can use thank-you notes, follow-up emails, or newsletters to share the meeting summary, the action items, and the next steps.

5 Facilitate and participate actively

As the meeting planner, you are also the meeting facilitator. Your role is to ensure that the meeting runs smoothly, that everyone participates and contributes, and that the goals are met. To facilitate effectively, you should start on time with a warm welcome, set the tone and expectations for the meeting, keep the agenda visible, use visual aids to illustrate points, ask open-ended questions to encourage discussion and debate, acknowledge and appreciate different perspectives, manage the time and energy of the meeting, resolve conflicts, and end on time with a thank you. Additionally, as a meeting attendee you need to show up on time and prepared; turn on your camera and microphone if online; stay focused and attentive; listen actively and respectfully; share your ideas; ask questions for clarification; offer feedback and support; and take notes and action items.