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Notion of a business meeting
companies use business meetings to review company information or establish new operating principles. Most meetings are directed by management, and time is spent helping employees understand the company financial health or operations.
Planning a business meeting
Businesses can ill-afford to waste time due to poorly structured meetings. Every minute wasted is a minute that could have been used at work. As such, it is incumbent upon the person calling the meeting to plan all aspects, including the agenda and where meeting attendees will sit. This will also help to make sure subsequent meetings are efficient and well attended.
Determine meeting attendees to select room size.
Book the room and location on the date of the meeting. Consider the number of people in attendance and presentation equipment needs.
Create an agenda. This is perhaps the most important part of planning a meeting. Start with the end in mind and work backwards. For instance, if the purpose of the meeting is to vote on the next work project, begin with the vote and determine what information meeting attendees need to have before the vote can occur. The agenda should start with a quick objective and goal reminder, followed by the time frame allotted to each presentation--along with the presenters name--and then end with the next meeting time and date.
Invite meeting attendees and provide them with the tentative agenda asking for feedback and/or changes to the agenda two days before the meeting. Also provide instructions for presentation materials.
Send out a confirmation for the meeting time, place and location, with the updated agenda. Stress the meeting time and provide presentation materials to meeting participants. Also include contact information (cell phone) if anyone has an emergency or needs help finding the meeting location.
Arrive 30 minutes early and stick to the meeting agenda. On the day of the meeting, be sure to arrive prepared. Follow the meeting agenda and designate someone to help keep track of time.
Reputations in business are built or demolished based on how well a person conducts himself during a meeting. Although the culture of an organization contributes to the expectations of each meeting participant, savvy businesspeople will carefully follow a handful of etiquette guidelines to make sure that every meeting is a successful one.
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