Preparing the agenda

Press, 16 August 1978, Page 24

Preparing the agenda

Preparations are the key to successful meetings. Also of prime importance are the agenda and meetings facilities. The subject matter for the meeting was decided on in the planning stage. Knowing what subject must be covered, the next move is to zero in on the agenda. First decide on the order in which each subject must be covered, remembering that participants are usually more alert in the morning. Therefore, the 9 a.m. to noon period is usually best for covering subjects

that are of a “nuts and bolts” nature, or are possibly complicated. Do not leave important subjects until the end of the meeting. In what depth should each subject be presented? A good reference point to keep in mind when considering this is: “Don’t tell them any more than they need to know to be properly informed.” There is no need to inundate an audience with so many facts and figures that what can be used is buried in among a pile of information that cannot be used. Sort information into two categories: “need to know” and “nice to know.” Then throw away

the material in the second category. Give each subject only the time it warrants — no more, no less. Many types of audio-visuals can. of course, be used to support the presentation of each subject. Useful techniques include films, slides, film strips, tape recordings, manuals, flip charts, blackboards, “live” products, promotional material, photographs and recordings. However, the audio-vis-nals should supplement the message, not substitute for it. Quality, not quantity, is the yardstick for audiovisuals — use only mat-

erial that is crisp, understandable and informative. Simplicity is another goal. Keep to the one main idea. Every visual should be crisp, dynamic, and pithy; the text right and bright. Every unnecessary or questionably useful item should be eliminated, even if it is only a single word. Never show slides immediately after lunch. When a full stomach collides with a darkened room the speaker is the loser. The best time for slides is right after a coffee break (ask questions in the dark). If chairs must be moved so everyone can see the screen, do it before the slide presentation.