How to Prepare for a Business Meeting

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How to prepare for a

business meeting

By Nguyen Thi Thu Trang

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Bored meeting

Have you ever«?

«attended a 1-hour meeting that

wound up being a 2or even 3-hour 

meeting?

«shown up at a meeting wherethere was no agenda so that the

topics that needed to be addressed

never were covered?

«listened to a boaster spend 20

minutes of a 1-2 hour meeting to talk

about his personal vision on a topicthat supposed to take only two

minutes of the agenda?

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Effective Meetings

What people are looking for in effective

meetingsÁ:

88% ± participation

66% ± define the meeting¶s purpose

62% ± address each item on the agenda

59% ± assign follow-up action

47% ± record discussion

46% ± invite essential personnel

36% ± publish an agendaÁ From GM Consultants, Pittsburgh, PA 1993

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5

Consider the problem and

determine your purpose.

Determine the purpose

for the meeting.

Do you need a face-to-

face meeting ?

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Other means of communication

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7

Decide Who Should Participate :

Invite those who must carry

out what's been decided.

Invite those who have

valuable information, goodideas, or divergent views.

Include those who can

approve the results or are

indispensable to thesuccess of the decision.

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8

Arrange for a Meeting Time,

Date, and Place

What times and dates are

most convenient? In the

absence of convenience, when can everyone be

there?

Where should you meet?

Will the location prove

conducive to achieving

your goals, or distracting?

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9

Physical preparation:

v Tables and chairs

v Atmosphere

v Accommodations

v Soundv Supplies

v Note taking

v Refreshmentsv Breaks

v Reference materials, background data

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10

Announce an Agenda. :

Unless secrecy is essential, meetings are

more likely to succeed with an agenda. Statethe problem properly, as a question of fact, 

value, or policy. Be sure to include all

relevant detail in the announcement, 

including topic, date, time, place, andresponsibilities of the participants.

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LOGORecipe for a top-notch business

meeting

1. Know the objective and goal of the business meetingand work backwards from there.2. Choose a venue conducive to the objective of themeeting.3. Provide the venue with a detailed request for proposal

(RFP).4. Put the comfort of the attendees first.5. Ensure constant communication between all partiesinvolved at all times.6. Try to avoid any last-minute changes.7. Schedule breaks with enough time for attendees to

take care of their needs.8. Ask for feedback.9. If the event is large, schedule backup vendors.10. Choose the best keynote speaker possible for themeeting's theme.

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LOGORecipe for a disastrous business

meeting

1. Unprepared meeting planners.2. Miscommunication between venue and organization.3. Overbooking hotel rooms and conference space.4. Mismatch between PowerPoint presentation andhandouts.5. Choosing a venue for a weekend seminar withoutplanning activities during downtime.6. Too much focus on profits and exhibitions instead of the education and networking value of the meeting.7. Speakers that drag on for too long.8. Room set-up that is not conducive to what is planned

for the meeting. For instance, if attendees will be takingnotes, make sure there are tables and enough room tospread out.9. Negotiating prices when not educated on how aconference center works.10. Planners not envisioning how the event will go

through the eyes of the attendees.

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LOGO5 steps to prepare for a effective

business meeting:

Consider the problem and determine your purpose.

Ensure Appropriate Participation at the

Meeting. Arrange for a Meeting Time, Date, and

Place.

Physical preparation. Announce an Agenda.

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