When you have to plan a business meeting, irrespective of your rank in the company, it can be a little daunting. You need to make sure that invitations are sent out and that everyone responds, you have an itinerary, and, of course, that none of the tech you’re using malfunctions. Then, of course, you also need to make sure that the meeting is a success and that everyone leaves with a clearer idea of what they need to do. Talk about pressure!
So, to ensure that any business meeting that you have in the upcoming year is successful, read on, as here are the top tips you need to follow.
Book an Appropriate Location
Assume for a moment that your boss doesn’t have the time or the space for you to hold the meeting in the office. You’ll need to book a location that’s accessible for everyone, not too expensive, and, most importantly, has all the amenities you need to pull the meeting off. Look for an event space for rent that’s easy to reach, attractive (but not too flashy), and has all of the bits and pieces you need to put on your meeting without hassle.
Tech and Tools
Speaking of tech and tools, you’ll need to utilize platforms for people who may not be able to attend in person, which can help when you have hybrid or virtual meeting attendees. So, opt for reliable business platforms that most people will have access to, like Zoom, Microsoft Teams, and so on. These allow for real-time collaboration, screen sharing, and, of course, in-built recording options.
Set A Clear Agenda
You need to have a clear agenda for your business meeting for it to even be considered good, let alone a success! Outline the topics you want to cover, and mentally schedule the time required for each item. This will help you to stay focused and prevent the dreaded verbal diarrhea!
Involve The Attendees
OK, this doesn’t mean you have to create icebreakers or have any other awkward small talk. Just try to ensure that they won’t suffer from death by PowerPoint! Try to keep everyone engaged with Q&A sessions, polls, and just general discussion. Make sure you’re open to input from everyone who attends and that you answer any questions that are put to you clearly. In other words, no jargon!
Catering
You simply can’t have a business meeting without food and drink. You need to make sure that if you’re hosting a meeting where everyone’s attending a set location, there’s food and drink available for the breaks. Otherwise, people attending the meeting will get crabby and that won’t bode well when it comes to them leaving feedback.
Follow-Ups
It may seem like it belongs in the 1990s, but when the meeting is over, you need to ensure that everyone who attended gets a copy of the meeting minutes. These should highlight the key points, as well as showcase any decisions that were made, and will help everyone to know what action needs to be taken. In 2024, there doesn’t need to be a designated minute-taker. In fact, there’s plenty of AI meeting software that can oversee this aspect for you.