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Chapter 6. Meetings: Time-Wasters or Pro... > Set the Stage for Successful Session... - Pg. 63

Meetings: Time-Wasters or Productivity Tool? 1. 2. 3. 4. 5. 6. 63 Determine the purpose of the meeting from the person who gave you the assignment. Enlist the other team members in preparing the agenda. Learn what they know about the subject and what they want to learn. Estimate how much time will be needed for each item in the agenda. Anticipate the questions you may be asked. Send the final draft of the agenda at least three days before the meeting to all team members and others who will attend. The focus of a meeting should be on expanding, demonstrating, and clarifying information. If brand- new concepts, particularly technical or complex material, are to be introduced, give participants written information before the meeting so they can study it and be prepared to discuss it. Preparing Visuals An old Chinese proverb says that a picture is worth a thousand words. People remember more of what they see than what they hear--and they remember even more of what they see and hear simultaneously. If your audience sees visuals that reinforce your message, your presentation be- comes clearer, more exciting and more memorable. Let's look at some types of visuals that can augment your presentations. · Chalkboards:Good when there are only a few participants, such as your team. Using the chalk- board helps clarify or illustrate information when it is being presented. Be sure the chalk used can be read from the back of the room. Use different colored chalk for emphasis. Many meeting rooms are equipped with white boards on which you can use a variety of colored marking pens. Chalk-boards or white boards are best used for items that are not needed for later reference