subject: Prepare for Perfect Business Meetings [print this page] Prepare for Perfect Business Meetings Prepare for Perfect Business Meetings
Hosting a successful business meeting requires preparation and consideration for the attendees. Business meetings are notoriously under-attended, and even when physically there, attendees are subject to dozing or drifting off. Good planning on the part of the host can do much to eradicate these production plagues.
When setting up the meeting room, consider such things as the layout of the seating. Will the attendees have adequate leg room? Will each person have a clear view of the presentation? Consider the temperature of the room. Will it be comfortable once the room is full? If the room is too warm, nodding off could be hard to fight for some; too cold, some may be too uncomfortable to pay attention. Will a door be left open? An open door can allow for ventilation, but if there will be distractions beyond the door, it may be best to keep it closed. Will microphones be used? If so, have they been tested properly? Making sure that each attendant will be able to comfortably sit, and easily view and hear the presentation is imperative for a successful business meeting.
If the meeting is planned for the morning, have coffee and pastries available for attendees; if the meeting is in the afternoon, have coffee, soda and cookies out. Cold bottled water should always be available. Let attendees know right off that they are free to help themselves at any time during the meeting, as long as they are considerate of those around them and minimize distracting others. If the meeting will be longer than one hour, take a break. The break can be short. Have everyone stand and stretch, encourage attendees to help themselves to additional refreshments. Allow enough time for a bathroom break, but make it clear that you will be starting again in a few minutes. If you haven't done so by now, go over the agenda for the meeting, and let attendees know when they can expect breaks. This will allow them to decide when to step out to make a necessary phone call, or whether to wait for the next break to use the facilities.
Occasionally a meeting will run a little ahead or behind the planned agenda. If you begin to run too far behind, however, the attendees will become anxious. They will stop listening to what's being said and focus solely on the time. Should you find yourself running behind, admit this to the attendees and explain how you plan to get the meeting back on track and finish timely. By being considerate of the needs of your attendees, and by careful preparation, you are sure to host a successful business meeting.
