Plan a business meeting

When too much time is allotted, time is wasted.

Plan a business meeting

Consider the number of people in attendance and presentation equipment needs. But if your news can be delivered via email or conference call, or just by rallying a few people in your office for 15 minutes, then it's probably a good idea to skip the formal meeting altogether. Planning and Preparation for a Meeting Of prime importance for the success of any meeting is the attitude and leadership of the chairperson. Be aware of the tendency for people to be at their most sensitive at the beginning of meetings, especially if there are attendees who are keen to stamp their presence on proceedings. Send Out Meeting Reminders Life is busy and calendars quickly become booked with scheduled activities. If not, you may not have a valid reason to hold the meeting. See also: Decision Making Many organisations, clubs and societies hold regular meetings to enable members to report and discuss progress and work in hand, to deliberate current and future planning. Is a meeting appropriate? Determine the purpose. An example of an agenda might be: Apologies for absence. It is important that the full implications of such representation are realised by the individuals concerned as they are not merely speaking for themselves. Venue Many meetings are relatively informal, held in meeting rooms 'on-site' and do not warrant extensive planning of the venue as such. Attendees It's often obvious who should attend; but sometimes it isn't. And there you have it—eight relatively simple steps to planning a successful small meeting.

If people routinely arrive late for your meetings, stare at their smartphones and aren't taking notes, your company has some improvements to make. Address any off-topic questions, stating that it is a topic for another meeting or it will be addressed privately.

guidelines for planning a meeting

Stress the meeting time and provide presentation materials to meeting participants. In a small organisation, a meeting could well include all members of staff, whereas a working party or committee meeting will already have its members pre-determined.

Also include contact information cell phone if anyone has an emergency or needs help finding the meeting location.

steps in planning a meeting

Identify key decision makers, people who are knowledgeable about or have a stake in the topic at hand, those who need to be informed in order to do their jobs, and anyone who will be required to implement decisions made.

Prepare yourself Have you drafted and practiced your presentation, printed handouts, and taken care of any other last-minute details? Decide where and when to hold the meeting and confirm availability of the space The meeting space helps to set the tone.

meeting preparation template
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A Checklist for Planning Your Next Big Meeting