Preparation can make or break a business meeting. The more prepared you are for a meeting, the better are the chances of a productive meeting. Unfortunately, many organisations fail to prepare well for their meetings while many others do not prepare for the meetings at all.
One of the reasons why organisations overlook the need to prepare for meetings is that preparation can be a time-consuming process. Preparation includes scheduling meetings, preparing agendas and sharing agendas and meeting details with participants. This all requires considerable time when following a manual approach.

However, the right meeting tracker software can automate and streamline the meeting preparation process. In addition, the following checklist can help you ensure that you are on track to run an efficient meeting, without wasting anyone’s time.

1. Make sure you need a meeting
Having a purpose for a meeting is paramount. It is better not to schedule a meeting if:
• You do not have a reason to meet
• You do not have time to prepare for the meeting
• You want to deal with a sensitive issue that needs one-on-one interaction

2. Create an agenda
Outline the purpose of the meeting and provide the context. In addition, decide the order in which you want to address action items and how much time you want to allocate to each item. Lengthy meetings often turn into boring discussions that do not lead to any decisions. Thus, it is better to stay focused and finish the meeting at the scheduled time. Meeting tracker software integrated with complete meeting management tools can help you with the easy creation and distribution of a meeting agenda.

3. Select the right participants
Find out who can help you accomplish your goals and who will be affected by the decisions made during the meeting. Identify decision-makers, people with knowledge about the topics at hand and those who need to implement the decisions made. Make sure to invite only those whosepresence is absolutely necessary, so that you are not wasting anyone’s time.

4. Send the invitation and agenda to participants
The participants should know the purpose of the meeting. It is advisable to send an agenda to attendees ahead of the meetingso that they can prepare for the meeting well in advance. Meeting tracker software automates the distribution of meeting agendas, making it easier for you to share the agenda with your team.

meetingTRAC for Efficient Meeting Management
meetingTRAC is smart and easy meeting management and meeting minutes recording software that automates scheduling and agenda templates, allowing minutes and actions to be recorded and distributed electronically in real time.

meetingTRAC lightens the load on businesses, clubs, and community group volunteers by saving time, reducing stress, and empowering clubs and organisations to get on with what really matters. In addition, meetingTRAC helps save money in preparing, running and reporting on meetings.

meetingTRAC is easy to integrate into any organisation, can run on any computer or mobile device and does not require any software download.

Sign up for a 7-day free trial to explore how meetingTRAC can help you drive efficient meetings.