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Information Exchange


  • Why are you having the meeting?
    • What are the alternatives?
  • Who needs to attend?
    • What preparation is needed?
    • Are they giving or receiving information?
  • Outline for the agenda.
    • How many topics?
  • Agenda.
    • Appropriate time and place for audience.
    • Call-in numbers for those off-site.
  • Food and other distractions.


  • Choose meeting time and location (when will it least impact productivity)?
    • Send meeting notification, include agenda.
  • Focus on goal of meeting and control discussion.
    • Fair to all attendees (Robert’s Rules).
    • Offline items.
    • Encourage participation – positive reinforcement.
  • Close.
    • Review actions – due dates and who is responsible.
    • Summary of progress toward goal, next steps, future meetings.
  • Prompt follow-up!
    • Document meetings.
    • Communicate.
    • Get information and respond to off-line items.

Learn to Listen; Listen to Learn.

Return to the Keys Page to see how to work through other issues with your team or individuals.