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K-State Research and Extension
123 Umberger Hall
Manhattan, KS 66506-3401

May 23, 2017

Have a Great Meeting

Submitted by Daryl Buchholz

Daryl Buchholz

One of K-State Research & Extension's signature methods to disseminate information and to evoke learning is through "having a meeting." We've all put on, or attended lots and lots of meetings. And, those meetings haven't all necessarily been successful, great meetings. In the past few weeks I've had the fortune of attending a few informational meetings/conferences, and I got to thinking, "as a participant, what is it that makes for a successful and great meeting?"

Having the right topics would seem rather obvious, and for that reason, I am not going to go down that track. I will assume that you have the appropriate topics and the right people to make presentations. So, given that, what else can one do to make for a great meeting.

  • Publicize. Make certain the right people know about the meeting. Tell those people who come in contact with your target audience about the meeting. Even if you don't expect a professional within your community to attend, you still want them to know about it so that they can pass it on to their clientele. Good examples might be the banker, implement dealer, clergy, social worker, or anyone who tends to come in contact with those you hope to see at your meeting. Make sure those individuals have all the info they need to promote your upcoming meeting to their clientele. Make a list of persons you believe the meeting will be most beneficial to, and then stick your neck out and make a personal contact with those individuals to let them know that you want them there. Putting an article in the paper or an announcement on the radio may not be enough. Personal contact is so much more powerful. And, to do these things, you have to believe in your work, and be enthusiastic about your bringing this information or learning opportunity to your intended audience.

  • Meeting place. Make sure you have chosen the best place for the meeting. Can the room be set up for the best possible learning environment? Does your intended audience find the meeting place to be inviting and comfortable. This is where some may not feel comfortable going to a certain community gathering place, and if those individuals are your target, you probably need a different place.

  • Setting the stage. Is the MC fully prepared to welcome the audience and to introduce the speakers? Giving strong introductions for a speaker and the topic can set the stage for that speaker to have an even better learning experience. Letting the audience know why they made the right decision to be there on that day, and that they will be learning about topics of importance to them also sets the stage for a great meeting. Make certain you know how to pronounce the speaker's name. It is less embarrassing to ask the speaker before the meeting, than to mispronounce a name in the introduction. And, know something about the speaker in introducing them. Again, helping the audience to become familiar and excited about the speaker is the most important job of the person making the introduction.

  • Be positive. Above all other things, as a speaker or as the MC, you should be totally positive. No matter if the visual equipment breaks down, or the PA system acts up, great speakers find some way to remain positive and enthusiastic for why they are there. They do not lay blame on others, but rather search for solutions. No matter what happens, people expect positive.

  • And, if you are the MC or organizer, you have to be as interested as anyone with the content of the program. As courtesy to the speaker and to those you invited, you too must exhibit an interest in the information being presented. When it is time for questions, you should be prepared with a couple questions if no one in the audience is willing to speak up.

This column is intended to get you thinking about the things you can do to set the stage and create great meetings. As much as some would like to believe technology could replace the need for a meeting, humans will always have that social need for learning together. As professional educators, we have the obligation to make those learning experiences the best they can be. By the way, if you've read this far, I will tell you this is an article I put out some 12 years ago, and I still think it is relevant today.

All the best to each and every one of you!

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From the Director for Extension
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