There are two critical times in any meeting process that you, as convenor, need to reflect on improvement.

The 30 minutes before a meeting
1. Is there anything I can do to improve the prospects of having a successful meeting?
2. Count chairs for seating
3. Count hand-outs for distribution
4. Make sure all supplies are in position
5. Get together with any presenter of a key item to go over the presentation –asking how I as convener can help you.
6. Be there to greet people as they arrive for the meeting

After a meeting
1. Review the structure of the agenda
2. Contact any key presenter and debrief them
3. Create and use a personal debrief form that allows you to compare meetings over time.
4. Make sure the space is restored

All of this is about improvement. The Japanese concept is Kaizen (see below):   improvement bit by bit, or, as General George Patton said, "There is always one more thing we can do to get ready."   The notion of tinkering is key to meeting improvement. Be will to try something new in your meeting format only if you are willing to give the time to reflect on it.

Kaizen is a Japanese word that means "Making tomorrow better for all of us!" It implies "keep improving things, bit by bit," and includes the notion of "making small daily improvements will results in huge long-term gains."   As our colleague Bill Kentta says, "If it ain't broke, improve it" The implications for "Making Meetings Matter" are many!  Examples of Kaizen for meeting planners include: Contact "just one more" participant prior to the meeting. Make "just one more" handout or chart to enhance understanding at the meeting. Practice your presentation "just one more" time. Check the meeting room set-up (seating, equipment, etc.) "just one more" time. Inform "just one more" administrator about your meeting, to keep them informed. Think of "just one more"  thing (such as snacks) that will make the meeting more enjoyable.