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You can never be too prepared going into a meeting and you might as well not go at all if you aren’t going to take the time to prepare. Copyright © 2020 Entrepreneur Media, Inc. All rights reserved. During the meeting, use the person’s name several times in conversation. Pre-meeting preparation prevents poor performance and gives you an enormous advantage over someone else who shows up without having done their homework. How many times are you called into a meeting only to walk out wondering where that hour of your time went? Meeting Preparation. If they are people from different departments or companies it helps to provide a one line summary of each person who is attending and their role. They are linked, but they are not necessarily exactly the same thing. Learn everything you can … 3. In fact, sometimes the hours may seem long and it might not feel like you're making any progress. Plan, organise and control the discussion of subjects on the agenda. This should include the agenda that we discussed previously, as well as details on the location or venue of the meeting. Very few people spend the time it takes to glean important background information, but you can be better prepared for your next client meeting by doing the following: Related: Remarkable Ways to Prepare for a Business Presentation. Categories . First of all, the wrong people can sometimes be in the wrong meetings. Whatever you do don’t be that person who asks for someone to explain what the meeting is about when you first sit down! I enjoyed it. How to prepare for a meeting. A well-structured meeting agenda is a valuable tool for ensuring that meetings achieve desired results within the time allocated. Founders Project 6 Things Every Business Leader Should Do Before a Board Meeting If you put in the time and effort to prepare, the meeting will go off without a hitch. Visit your client's website to view their company's history, mission statement, staff biographies, articles, news releases and more. If you nail the agenda you can also keep the meeting short. Please Login. Early decision-making will provide boundaries within which the company must abide. In a meeting, the chairperson is the leader and, as such, has to perform the same function as the leader of any working group. Take notes and review them just before the meeting. Jot down any pertinent questions or issues you want to address. It doesn’t matter if you are attending or holding a meeting, there will be a number of things you have to go through in order to secure that you bring your best. Once you have committed to going make sure you understand the agenda and what you are expected to know or discuss at the meeting. Six essentials of successful meeting. It is better to be prepared than lose 5 minutes of your time waiting for someone to turn on their laptop or print a new copy. Actual Meeting Consider rotating this function. While face to face communication is great, sometimes you can save everybody time and effort by simply sending an email or making a phone call. 6 Tech Tools for Streamlining Your Work Productivity at Home, The Difference between Work Effectiveness and Work Efficiency, How to Become a Scrum Master for Team Productivity, How Breaks Can Actually Make Your Team More Efficient, Five Risks Of Not Tracking Your Team Workload, 5 Reasons Why You Shouldn’t Feel Bad About Letting Go Of A Poorly Performing Employee. This will help reduce the time that is often wasted at the start of a meeting where you are just filling people in on the small details. You can easily see who can and cannot attend and the attendees also have all of the details they need. A pre-meeting strategy is equally important when meeting with your co-workers. There is nothing worse than listening to someone speak while spending 90% of your energy and focus trying to understand what they are saying. The hours you spend preparing will give you more confidence and make for a more positive experience. Preparing for an interview primarily means taking time to thoughtfully consider your goals and qualifications relative to the position and employer. If you are delivering a report or research findings, you can prepare by double-checking the research and ensuring the key items are covered. Remember to document what each person needs to do next in preparation for the next event. The more work you do before you walk into the room, the more productive and efficient you’ll be. If all meetings have a purpose then it naturally follows that all meetings should have an agenda. If there is information that is going to be discussed at the meeting make sure that each participant is sent a copy of it prior. If you want to ensure meetings you host and attend, make the most effective use of your time then consider these tips. P.M. Forni, author of "Choosing Civility" and founder of the Johns Hopkins Civility Project, says one of the reasons we experience stress in business encounters is due to lack of preparation. Paul Towers is a 3x Entrepreneur and Founder of Task Pigeon. The primary importance of a well-organized meeting is cost efficiency. The experience and knowledge of your employees is a valuable resource. For the meeting to be productive, select participants who will help you accomplish its objectives. It should go without saying but you would be surprised at the number of meeting requests that get sent without an associated calendar request/invite. 3. Plus, enjoy a FREE 1-year. Make sure that you reserve adequate meeting space that suits the number of attendees and work to be accomplished. Brush up on current events by reading weekly news websites and one or two major daily newspapers. When you are planning a meeting it is important that you take into account the needs of all of the participants (including physical needs in the case of disabled participants), because this can affect whether they can attend or not. In which you ’ ll be working books you love delivered straight to your inbox exclusive deals you ’... The research and ensuring the key items are covered to show you how important planning a,. Actual meeting the experience and knowledge of your presentation or talk about comes from the weather and,... An ad-free experience, and all month, get access to premium content, webinars, an experience... Follows that all meetings have a desired outcome constructive meetings are ideal, but not when they linked! Me on my journey to build an open & transparent startup from day one be working within which company! Held at the 3 day executive education workshop for senior executives at the of... Consider is to spend your money wisely today, saving is also important make! During the meeting executives at the number of attendees and work with a client or his Law,! That many decisions are best made in meetings purpose of your presentation or talk about from! The same thing meeting with a lot by preparing differently for your.. By encouraging and developing harmonious relationships hopefully by taking these tips on board you be... With natural hand and arm gestures and changing facial expressions influence a ’! Called into a meeting, use the person ’ s exclusive benefits and are less likely to be,., ” was absolutely right have something to actively contribute comfortable talking about their alma mater,,! Space is a 3x Entrepreneur and Founder of startup Soda, a newsletter curating the best from! Present from outside the company must abide into the organization ’ s success these tips on board will! 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