Getting the Most Out of a Business Meeting

Most of us spend a large part of our work day going from business meeting to another without bothering to assess if we are actually gaining anything out of them. Is there a way to make business meetings more productive?

In order to make the most out of a business meeting you need to improve the productivity of each such meeting. Every meeting should extract the maximum possible for the duration that it lasts. Do not try to make a meeting cover everything under the sun. Instead, try to make sure that the items on the agenda for the particular meeting are covered effectively. At the end of the meeting, the participants should leave knowing the tasks that they need to accomplish.

Here are a few more tips to get the most of out your business meetings.

Business meetings should never be held on an ad hoc basis. You should prepare for a meeting in advance. Start by listing the objectives of the meeting. These objectives need to be clear, specific and measurable. These will help you check if you have covered the meeting goals. You will also waste less time trying to get to the point. List out the expectations or results that you expect from the meeting. During the course of the meeting, encourage the other participants to contribute with their ideas and opinions so that you have their buy-in. The more involved people are, the quicker you will be able to see results. Focus on the bigger issues at hand and do not let tertiary issues take over the meeting. Allow the tone of the meeting to be casual but do not let that make the participants treat the meeting as being frivolous. Leave the jokes for later.

Do not invite people to business meetings unless their presence is required. Just invite those who can actually contribute to the agenda of the meeting. This avoids wasting time for those people who are not really required. Business meetings should be held in a pleasant environment that makes the participants feel relaxed and comfortable. If required, you could rent out an office or conference venue for the meeting so that people have the opportunity to unwind.

Although you have prepared the points that need to be made do not be in a hurry to get to them immediately. Set a steady pace for the meeting and start by making everyone feel comfortable. The tempo should neither be too slow nor too fast.

Business Meetings Online – Catch the Wave of the Future

Are you new to business meetings online? If so, you need to get with the program! Holding business meetings online is becoming an accepted, even encouraged, practice in today’s enterprise. Hosting or attending business meetings online is an essential component of business communications.

Today’s online meetings are collaborative affairs. You can share applications and documents, send messages, and even work on the whiteboard. Online meetings are definitely revolutionizing the way people interact. No longer just a business tool, you’ll find religious groups, addiction support groups, and civic groups meeting online.

Several web sites have emerged that allow participants of online business meetings to exchange graphic files and images while eliminating the need for a video cam or web cam. An added bonus is there is no need for you and/or your meeting partners to download cumbersome software before the meeting.

Business meetings online, used appropriately, can save small business owners, and their clients, time and money. Note that I’m not advocating using an online meeting to cold-call or prospect with. First time meetings with potential clients are probably still best held face-to-face. But a follow-up meeting to answer questions? Definitely think about doing it online. Where a phone conference is a “tell” method of selling, the online meeting takes it to the “show-and-tell “method.

Other solid benefits of online business meetings are reduced expenses, higher productivity and increased time. These are mainly accomplished by eliminating travel time and expense. Rather than have the meeting attendees gather in one physical location, the World Wide Web is used to create a virtual meeting place that can be accessed with the proper login credentials.

Online meetings are a secure way to interact with your clients, business partners and team members. This makes them ideal for sales pitches, performance reporting or providing training for other members of your organization. Online meetings make audio communication possible by using VoIP (voice over IP) applications.

Online meetings are idea for organizing small impromptu meetings of fewer than 8 participants. This particularly benefits small businesses where interactions tend to be spur-of-the-moment and include fewer participants than in larger companies.

How To Plan and Select Meeting Rooms for Your Business Meeting

Business meetings can be staff meetings, sales presentations or business proposals to potential investors. When you have an important business meeting coming up, you need to make sure that everything is perfect if you want to make the proper impression. That is why you should take the time to find the right room and use the proper steps to create your perfect meeting.

Multimedia Presentations

Your meeting rooms need to be able to accommodate multimedia presentations. That means having a screen to project on to and a monitor to connect a computer to. The room should be arranged so that everyone can see the presentation and the presentation needs to be large enough to be clearly seen by everyone in the room.

Internet Connection

Social media and Internet tools are important parts of the new age of business meetings. Not all of your attendees that want to attend your meeting are going to be able to be there in person. But you can still allow important people to be part of your meeting by having an Internet connection and video-enabled computer in the meeting room.

The right kind of computer will allow people to use video conferencing services to see what is going on in the meeting and offer their insight as well. Your video conferencing software should allow remote attendees to share documents and make document changes in real time. Your meeting room computer should have an Internet-enabled video camera to allow your remote attendees to see what is going on in the meeting.

Many of the social media platforms allow for multiple people to utilize a single video conferencing system. This can be a great way to save money on video conferencing services for your company an your remote attendees.

Attendees

Create a list of attendees at least a month in advance and send out meeting notices as soon as possible. When you get your RSVP list, that will tell you how large of a meeting room you are going to need.

Utilize social media platforms to allow people to RSVP for the meeting, share insight into the meeting content and ask any pertinent meeting questions.

Agenda

A comprehensive meeting agenda, which includes meeting times and the names of people who will be making presentations, should be circulated to all attendees at least two weeks prior to the meeting. This will allow attendees time to prepare the materials they will need to attend the meeting and contribute.

Encourage attendees to ask agenda questions prior to the meeting so that all attendees may benefit from the answers. You can use social networking platforms to allow attendees to submit questions and then utilize those platforms to submit answers as well.

Each business meeting should have a defined purpose in order to get people to attend and contribute. When you spend the necessary time to prepare your meeting materials and find the perfect meeting room, then that will significantly improve the quality of your meeting.

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