Three Elements of a Successful First Meeting

Early in my career, one of my mentors taught me that a meeting or event could be a total disaster, but if the food was terrific, people would walk away saying it was a good meeting. I'm not sure that's completely true, but I always pay careful attention to the refreshments at any event I host.

Since then I have learned that any successful meeting has three critical ingredients (in addition to tasty snacks). This is particularly true of the first meeting with a new client or a new project team.

1. Everyone knows what to expect. This means that every meeting needs a set of written outcomes and a written agenda. I start preparing for a meeting by writing down what the group needs to accomplish by the end of the meeting, typically three or four things. Then I create an agenda that will address each of the outcomes. If possible, send the outcomes and agenda to every participant in advance of the meeting. If that's not possible, write the agenda and outcomes on a whiteboard at the start of the meeting. For samples of outcomes and agenda for a typical first project meeting, check out the Resource section of the Vesper Service Network.

2. Everyone is heard. Take time at the beginning of a meeting to give every participant an opportunity to talk. If this is the first meeting with a new team, have everyone introduce themselves and talk about their role on the team, and their specific project responsibilities. An introduction gives introverts in the group a chance to be heard, which makes it easier to participate throughout the meeting.

3. Everyone leaves the meeting with what they need to do their work. At the first meeting of a project team, review the written project work plan. Walk through each step of the plan and make sure everyone understands who is responsible for the action step, and how each member of the team will be involved. Identify any additional information and support that will be needed to do the work. For example, if the plan calls for doing research, make sure the team has access to any research the organization has already done that might inform the project. For a list of the types of background information that we typically request from new clients, check out the Resource section of the Vesper Service Network.

These three elements, plus a tasty snack, will help make all of your meetings a success.