It is very simple to determine who should take part in the meeting if it’s a small project team. The following questions will give a useful filter for selecting participants:
1) Whose contribution do we require?
2) Who is required for taking decision?
3) Whose approval is required to proceed further?

Answers to these queries will assist you to decide who is required to attend the meeting or even whether the meeting needs to be held or not. Save time by selecting participants suitably and scheduling meetings to accommodate main participants’ calendars.

What should be the conversation organization procedure?
Preparing for conversation organization or facilitation is a critical talent for head or director willing to conduct great meetings. This is of irresistible importance for participant’s fulfillment. Begin with clarity regarding who is to run the meeting and whether the head will also act as a facilitator. A more participative layout permits the manager or leader to set the objective of the meeting and then take a seat with the members while another team member actually facilitates the discussion. This layout boosts all the members to participate.

Prepare, converse and allocate roles:
The following are the four significant roles played in any well-conducted meeting:
Facilitator
Recorder
Leader
Participant

Different participants can play each of these roles or one person can play all of these roles. But they all should be explained for if the meeting is to run well and give best outcome. Preparing for these roles can be an ongoing process. Taking decision regarding allotment of roles in the starting keeps everybody in the process and authenticates the expectations and involvement.

Conversation before and after the meeting:
The excellent system to make assurance and participation in meetings is to be clear regarding why you are meeting. Engage as many prospective attendees as possible in planning either the content or the process of the meeting. Prior to meeting, keep in mind to regard the following points:
1) Advance agenda.
2) Participants.
3) Time and place.
4) Preparation of materials.
5) List of audio/visual equipment available to presenters.
6) Requests for any particular requirements.

The two main things that are critical for follow-up activities are capturing and reporting key outcomes of the meeting. Do not forget to capture these necessary and key items in your meeting notes: decisions, action items and open issues.

Ones the meeting is ended arrange for the recorder’s notes to be posted or handed out to each and every participants. Post meeting conversation provides form and closure both to participant’s involvement and also their communal requirements.