How to set up a meeting

Set up a meeting by choosing a suitable date and time, deciding on an agenda, selecting the right participants, and sending out well-designed invitations with all relevant details.

A Meeting Set Up refers to the process of arranging and preparing all the necessary details required for a successful meeting. This involves determining and scheduling an appropriate date and time that suits all participants, choosing a suitable location whether physical or virtual, ensuring the availability of necessary equipment and materials, preparing and distributing an agenda to guide the meeting’s discussions, and potentially arranging for refreshments if the meeting is in-person. The goal of a meeting set up is to create an environment conducive to communication and productivity, eliminating possible distractions or hindrances that could impede the meeting’s success.

How to set up a meeting: Step-By-Step


Step 1: Define the Meeting Purpose

Initiating the first step towards holding a meeting involves recognizing its necessity. These can range from brainstorming sessions, strategic decision making, detailed planning, regular updates to problem-solving discussions. Identifying this aim is crucial. Without a distinct purpose, the meeting can swiftly veer into a fruitless exercise, needlessly consuming time.

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Step 2: Identify Participants

Identify your meeting attendees carefully. Include not just those individuals who can render crucial contributions, but also those who stand to be impacted by the discussions. Importantly, these should be individuals whose involvement is imperative for decision-making or for propelling the project ahead.

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Step 3: Choose a Suitable Time

Establish a suitable time for the meeting based on the participants’ availabilities. When the meeting involves individuals from varied time zones, it’s crucial to select a time slot that is practical and convenient for everyone. This ensures active participation and a more fruitful discourse in the meeting.


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Step 4: Secure a Location

Identify an appropriate and comfortable meeting spot that promotes productive discussion and collaboration. This may refer to a quiet conference room, a cozy coffee shop, or an uncluttered office. If it’s a virtual meeting, select an online platform which is accessible, user-friendly, and has a decent network connection for all participants. It should facilitate features like screen sharing, virtual hand-raising, and file sharing to enhance the meeting efficiency.

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Step 5: Create the Agenda

When planning a meeting, it is essential to list all topics that need to be discussed. This creates a comprehensive agenda, guiding the conversation effectively. One should also allocate a specific timeframe for each item on the list. This strategic allocation ensures that every topic receives appropriate attention within the stipulated meeting duration. Proper planning like this results in thorough, productive meetings.

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Step 6: Share Meeting Information

Ensuring a productive meeting begins with effective preparation. Share the meeting’s agenda, location, goal, and time with all participants well in advance. This allows attendees to come properly prepared, ask questions to clarify any uncertainties beforehand, and have a clear expectation of the meeting’s objectives. Providing this information early ensures everyone is on the same page, thus helping in achieving the meeting’s targets more efficiently.

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Step 7: Set Up Meeting Materials

The equipment required for effective meetings can include projectors, laptops, and slide presentations, as well as physical handouts, or other tools deemed necessary for conveying information. When conducting a remote meeting, it’s paramount that all participants have reliable and easy access to the digital platform being utilized. This includes ensuring everyone has the correct link or software, and that they understand how to use it. Providing support for any technical difficulties can greatly enhance the meeting’s productivity.

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Step 8: Conduct the Meeting

Starting the meeting promptly is essential as it displays respect for participants’ time. As a guide, steer the discussion via the agenda, ensuring vital points aren’t overlooked. Deflect any side conversations to maintain focus, and drive the meeting towards achieving all preset objectives in a timely manner.

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Step 9: Take Meeting Minutes

Recording key points, decisions, actions, and delegates made during a meeting is crucial as it functions as an official documentation of the discourse. This ensures transparency, clarifies responsibilities and provides a reference point for future discussions, ultimately enhancing productivity and efficiency.


In conclusion, setting up a meeting that is efficient, productive, and engaging involves careful and strategic planning. It is not only about choosing a date and a venue, but also about setting a clear agenda, inviting the right people, preparing all the necessary materials, and ensuring effective communication is established before, during, and after the meeting. By adhering to these guidelines for setting up a meeting, you can ensure that your meetings not only meet their intended objectives but also respect participants’ time and contribute to a more collaborative and efficient workplace. Bear in mind, the success of a meeting largely hinges on its organization, so it’s vital to invest time and effort into the planning process.

Popular Questions

What is the purpose of the meeting?

The purpose of the meeting is to discuss a specific topic, share information, make decisions, or problem solve. The clear emphasis on the purpose of the meeting ensures everyone understands why the meeting is being held and what is expected from them.

Who should be invited to the meeting?

The individuals or representatives from departments who have a direct connection with the discussion topic or decision-making process should be invited. This ensures that the relevant stakeholders are involved and their viewpoints are considered.

Is there a specific agenda for the meeting?

Yes, there should be a clear agenda for the meeting which should be communicated to participants ahead of time. The agenda provides structure to the meeting, highlighting topics to be discussed and the time allocated for each topic.

What's the role of a facilitator in the meeting?

The facilitator runs the meeting to ensure it stays on track. They encourage open and balanced communication, make sure all agenda items are covered, and help the group reach consensus.

How will we communicate any follow-up items after the meeting?

After the meeting, it’s essential to send out a follow-up email with a summary of the decisions made, actions allocated, and the next steps. This maintains transparency and ensures that all participants understand their responsibilities.