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A guest list of team members for a meeting helps to narrow down the people who need to be present and the effectiveness of the discussions. Meetings are time-consuming and time is costly in business. The greater amount of people that attend means an increase in speakers and an increase in time required to hear everyone's points.
There are 3 things to consider when deciding who is attending the meeting you're planning. In being aware of the purpose of the meeting, the venue it is being held, and the schedule of the team members a concise list can be curated. Here is an in-depth look at how to apply the factors in your planning:
The topics being discussed should have team members directly connected. Kopp (N.D) mentions how important it is to have team members with something to add to the conversation compared to those who know little of what is being discussed.
If the meeting is held in a small office room the guest list should remain small in correlation. It is challenging to hear everyone's points when a room is crowded with people for which the information being discussed is not relevant to their work.
Offices and businesses are on the go and meetings halt an individual's work. Members may not have the availability to attend at the designated time and need a person to take their place or attend virtually. It is important when sending invites to be aware of the schedules of team members in the office.
Curating a specific guest list to suit a meeting will be most effective. It is important to consider the goal of the meeting when beginning to plan who should attend and review the venue and the work schedules of those you need to attend. All three factors will narrow down the list and aid in having an effective meeting.