4: Attend to Logistics

Logistics matter a great deal in designing and leading effective meetings. Too many meetings are derailed by lack of logistical planning.

This potentially boring but important element of meeting leadership includes asking yourself:

• What kind of room do we need?
• How do we want people seated? Conference table? Pods? No table? Standing?
• What technology do we need? Will people be attending virtually? If so, who is responsible for running the technology?
• Do we need flip charts? White boards? Post-it notes? Other meeting supplies?
• What kind of pre-work (if any) is expected from the participants? Do the participants know what is needed from them at the meeting?
• What is the best time of day for this meeting? What kind of participant energy will help this meeting succeed?
• Who is sending out the meeting invitation? Does the invite contain all the necessary information? Who is monitoring the invite responses?