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Get organized for a smooth staff meeting

By MICHAEL CROM
Gannett News Service

Question: I've been promoted from sales rep to sales coordinator. My supervisor just told me I was going to facilitate the next meeting, and I'm completely at a loss. I've never done anything like this … let alone a meeting with my colleagues and boss. Where would I start?

Answer: It can be nerve-racking just thinking about facilitating a meeting with the boss and your peers. With this being your first … it can seem downright scary. There are different ways to help you through this:

Make an agenda, and ask your supervisor what he would like to appear on it. Also, send an e-mail to the reps, asking them what they'd like to see on the agenda as well. Finally, if you have any issues you'd like to cover, bring them up.

Have everyone participate in the meeting. As you move along the agenda, remember to cover everyone's input in the topics. That way, everyone will feel a part of any decisions that are made.

Keep the meeting on track. If people start talking about things totally off the subject, mention the fact and then ask them if they think it's important enough to include on the agenda for next month.

Plan a brainstorming session. Keep the session optimistic and encourage everyone's input. Remember that brainstorming is not a time to judge ideas … it's a time to review ideas.

Create a meeting recap. Write a summary of the entire meeting and send it to everyone who attended as well as those who should have been there but couldn't. This is a great way to keep up on things, and show your ability to handle such meetings. Get it to everyone as soon as possible.

Michael Crom is executive vice president, Dale Carnegie Training. For advice on work issues, visit www.dalecarnegie.com or e-mail carnegiecoach@dalecarnegie.com

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