But if you cannot easily identify one or more of these reasons, don't move past this stage of planning. Writing down the goals will help to clarify and evaluate them more critically. Assuming you can pass the goals and objectives test, the next question is who should attend. It is interesting to note that productivity of the group increases as new members are added, but at some point an optimal level of effectiveness is reached. If we add participants beyond this optimal point, productivity starts to decline.
Fewer participants are better, as the point of diminishing returns is reached quickly.
Prepare a written agenda. Even if there is only one item on the agenda or the meeting is regularly scheduled, write it down and give copies to the participants. You owe it to them. See that the meeting room is clean and necessary materials are available. Usually, something needs to be done to get a meeting place ready.