Meeting Planning Skills
Do you require meeting planning skills to function well in your job role? This article provides a guide on how you can develop the skills and include them on your resume.
What Is Meeting Planning?
Meeting planning is the process of organizing and coordinating meetings and events. This includes all aspects of the meeting, from researching and selecting a venue, to arranging catering, developing agendas, and creating invitations. Meeting planners also handle logistics such as managing transportation, lodging, and registration for attendees.
Meeting planning is important for ensuring that meetings and events run smoothly and successfully, and for ensuring that all attendees have an enjoyable experience.
Meeting planners may also be responsible for creating and distributing agendas and materials, coordinating with speakers and presenters, and handling any registration or payment processes. It
It is important for meeting planners to have strong communication and organizational skills, as well as the ability to work under tight deadlines and manage unexpected challenges that may arise.
Some key considerations in meeting planning include:
- Purpose and goals
Clearly defining the purpose and goals of the meeting will help to guide all other planning decisions and ensure that the event is focused and productive.
- Venue
Choosing a suitable venue is an important consideration, as it should be able to accommodate the number of attendees, provide necessary amenities and facilities, and be accessible and convenient for all attendees.
- Agenda
Developing an agenda that is clear, concise, and well-organized is crucial for keeping the meeting on track and ensuring that all relevant topics are covered.
- Speakers and presenters
Selecting appropriate speakers or presenters who can deliver engaging and informative presentations is an important aspect of meeting planning.
- Logistics
Coordinating logistics such as catering, audio-visual equipment, and transportation is essential for ensuring that the meeting runs smoothly.
- Registration and attendance
Managing registration and attendance is important for tracking participation and ensuring that the necessary arrangements are in place for attendees.
There are many tools and resources available to help with the meeting planning process, including project management software, event planning software, and online platforms for booking venues and coordinating logistics. By carefully planning and coordinating all the details of a meeting or event, meeting planners can help ensure that it runs smoothly and meets the goals and objectives of the organizers.
Importance Of Meeting Planning
- Increasing participation and cooperation
A well-run meeting allows everyone to participate and contribute. To get everyone involved, effective facilitators focus on asking questions and leading the conversation so that everyone understands that their views and ideas are valued. These discussions can even lead to collaborative brainstorming that produces new ideas and creative solutions.
- Increased accountability
A good meeting manager knows how to create an atmosphere where everyone feels valued for their contribution. This allows participants to feel more comfortable with their tasks and to understand that each task has an impact on the project as a whole. Accepting an assignment in a meeting often carries more weight than in individual or email communication. By saying “yes” to a task in a meeting, participants feel more accountable to the group and more motivated to complete their part of the project. Setting actions and responsibilities at the meeting also increase personal accountability as the team will be able to review the tasks in the meeting notes.
- Shared understanding of the objective
Clearly defining the purpose of the meeting and providing an agenda in advance ensures that everyone knows why the meeting is taking place and what they need to do to prepare for it. An experienced leader uses the agenda to ensure that the discussion is in line with the team’s objectives. Sharing the agenda and objectives with the team ensures a common sense of purpose, as everyone understands the importance of the meeting and why they are there. This common purpose motivates both during the meeting and afterward when the team disperses to work on their individual action points.
- Gives opportunities for personal development
An effective meeting creates opportunities for each person to develop important skills. The facilitator improves leadership skills by practicing effective communication techniques and motivating the group to take responsibility for their commitments. Participants can observe the benefits of a well-run meeting and adopt the skills and behaviors of the leader. An effective meeting also allows participants to challenge themselves and try something new. When tasks are discussed and allocated, participants can volunteer to take on the work that interests them most. Even if they do not have enough knowledge or experience, they can join a group that allows them to learn and develop their skills in this area.
How to Improve Your Meeting Planning Skills
Here are some ways to have more effective and efficient planning meetings with your team:
- Send meeting reminders
Consider sending an email or using an online program to remind everyone of the meeting. You can remind them of when and where the meeting will take place and what they should bring with them to be more productive. This will allow everyone to be better prepared, arrive on time, and develop talking points for the group. To give them time to plan the meeting, if they forget, consider sending a reminder a few hours before the meeting starts.
- Develop an agenda
To make the meeting run more smoothly, you can develop an agenda to follow. Although you can deviate from the agenda, having one in place can help you stay focused on the task at hand and prevent the meeting from running too long. Consider sharing the agenda with participants before the meeting so that they know what to expect and can come prepared. The agenda can include the purpose of the meeting, the composition of the participants you expect, and the topics of discussion. If some participants are responsible for specific topics, you can put their names next to the topic on the agenda to avoid any misunderstandings.
- Keep track of tasks in the meeting
By starting on time and keeping to a schedule, you show that you respect everyone’s time and ensure productivity. Remember to address only the relevant topics or put the most important points first. This will help you prepare for the meeting to last longer than expected and allow you to end the meeting at any time without missing important topics. Keeping the meeting on topic and not getting distracted will help participants to focus and better understand the subject matter.
- Encourage team discussion
A meeting can be more interesting if you encourage team discussion. Try to allow your team members to collaborate or suggest new ideas to the group. You can also encourage team participation in the presentation of the slides by including a question and answer section in the meeting. This can improve understanding of the topic and prevent any problems in working on the project.
- Share meeting notes
Consider asking someone to take notes during the meeting and share them with all participants after the meeting. This can serve as a reference for everyone if they have questions or need a refresher on what you discussed. Try to include action points and deadlines if necessary.
- Try different formats
You may find it useful to include different formats and strategies to keep participants interested in the meeting. Try using technology to introduce videos, graphics, and other elements that keep people interested. You may also want to consider running several breakout sessions during a longer meeting so that staff can get up, move around, have a snack or water, and socialize with colleagues.
Jobs That Require Meeting Planning Skills
There is a wide range of jobs that may require meeting planning skills, including:
- Event planner
Event planners are responsible for organizing and coordinating all aspects of events, including meetings, conferences, trade shows, and other types of gatherings. They work closely with different clients to understand their needs and goals, and then develop and execute a plan to make the event a success.
- Conference coordinator:
Conference coordinators are responsible for managing conferences and other large-scale events. They work closely with clients to understand their needs, and then handle all aspects of the event including venue selection, speaker coordination, registration, and logistics.
Project manager: Project managers are responsible for planning and coordinating projects from start to finish. In some cases, this may involve organizing meetings and other events as part of the project. Project managers typically work with a team of professionals to ensure that all aspects of the project are completed on time and within budget.
How to Include Meeting Planning Skills In Your Resume
Here are some tips for including meeting planning skills in your resume:
- Use specific language and examples
Instead of simply listing “meeting planning” as a skill, consider using more specific language to describe your experience and responsibilities.
- Highlight relevant achievements
In addition to describing your responsibilities, it’s also helpful to highlight any notable achievements or successes you’ve had in the area of meeting planning.
- Include any relevant certifications or training
If you have any formal training or certifications in meeting planning, it’s a good idea to include them on your resume. This can demonstrate to potential employers that you have a strong foundation in the skills and knowledge needed for this type of work.
- Use action verbs
Action verbs such as “coordinated,” “managed,” or “organized” can help to demonstrate the specific tasks and responsibilities you’ve taken on in your meeting planning experience.
- Tailor your resume to the job
When applying for a specific job that requires meeting planning skills, be sure to tailor your resume to highlight the most relevant experience and skills. This will help to demonstrate to the employer that you are a strong fit for the position.
Examples of How to Include Meeting Planning Skills In Your Resume
- Developed and executed strategic meeting plans for executive-level staff, resulting in successful event outcomes.
- Managed all aspects of meeting planning, from venue selection and budgeting to speaker coordination and logistics.
- Coordinated multi-site meetings, ensuring all attendees had the necessary information, materials, and travel arrangements.
- Developed innovative approaches to meeting planning, utilizing resources and cutting costs.
- Negotiated contracts with vendors to provide services and materials for meetings.
- Liaised with stakeholders to ensure meetings met their specific requirements and expectations.
- Scheduled and facilitated meetings for corporate and organizational events.
- Established and maintained relationships with vendors and suppliers to ensure successful meetings.
- Created detailed agendas and facilitated meetings to ensure objectives were met.
- Developed creative solutions to maximize meeting efficiency and effectiveness.
How to Demonstrate Meeting Planning Skills In An Interview
- Explain how you handle meeting planning
Be sure to mention any relevant experience you may have in planning meetings, such as organizing agenda items, making sure all attendees are invited, and coordinating logistics.
- Explain how you ensure that meetings are effective and productive
Talk about techniques you’ve used such as setting objectives, developing an agenda, and holding people accountable for sticking to the agenda.
- Describe how you create a collaborative atmosphere in the meetings you plan
Talk about how you make sure everyone has an opportunity to contribute and how you promote open and honest communication.
- Share how you keep a meeting on track
Discuss techniques you’ve used such as setting a timeline, monitoring progress, and keeping everyone focused.
- Explain how you follow up after a meeting
Talk about how you ensure action items are completed and how you use follow-up emails to keep everyone on the same page.
Interview Questions to Test Your Meeting Planning Skills
Here are some interview questions that an employer may ask to test your meeting planning skills:
- Describe a time when you had to plan and execute a meeting or conference. What were the challenges you faced, and how did you overcome them?
- How do you go about determining the goals and objectives of a meeting or conference?
- Explain how you choose a suitable venue for a meeting, and what factors you considered.
- How do you go about developing and organizing an effective agenda for a meeting?
- Explain how you manage logistics for a meeting or conference, such as catering or audio-visual equipment. How did you ensure that everything ran smoothly?
- How do you handle registration and attendance for a meeting?
- How do you communicate with stakeholders such as attendees, speakers, and vendors to ensure that everyone is informed and prepared for the event?
- How do you handle last-minute changes or unexpected challenges that may arise during the planning process?