You know that feeling that you get when you plan a business meeting or a “lunch & learn” and everything goes according to plan? That doesn’t happen by accident, it happens when you prepare your presentation.
Pay attention to the details to ensure you have an organized meeting with a clear agenda, a set time for beginning and end, and a comfortable space to encourage thought and conversation. Try these tips:
- Develop a clear objective for the meeting, and stick to it. What is the purpose of your meeting? Are you trying to sell an item? Educate your clients, or retain your clients? Whatever your objective is, write down your objective and make it your goal to get to the point by the end of your meeting.
- Book the meeting site and support services – ensure the site is appropriate for your meeting type. Check the noise level of conference rooms, proximity to restrooms and break facilities and internet connections. Evaluate the A/V services available and whether they meet your needs. Contact your support staff and have them prepare the meeting room for your needs.
- Book travel for any attendees if needed – plan to have them arrive in plenty of time prior to the meeting so not to be flustered by delays that may come up.
- Arrange all food – consider a continental breakfast with juice and coffee before the meeting starts. Keep lunch light so participants don’t feel sluggish for the afternoon session. Keep water, coffee and soft drinks available throughout the day and consider having a snack break mid-morning and mid-afternoon.
- Prepare agendas and meeting materials for all attendees. It’s a good idea to keep extra copies.
- Arrive early to be prepared for unexpected issues.
The attention you spend on these details can truly make the difference between a mediocre and great meeting. If you plan your meeting accordingly, you’ll have that “feeling” that every business owner wants to have. If you need help, our team helps coordinate business meetings in our conference rooms. Give us a call and request pricing information 972-459-0418
