Plan a business meeting

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Szerző: Ayleen Pasten

High-tech

Szerző: Joey Chakrabarty

TOPIC 3: MARKETING

Szerző: Angela Andrews

CBI

Szerző: Marü Marü

Plan a business meeting

Type in the meeting title


Begin by typing in the title of your meeting, e.g. 'Marketing planning meeting' or 'Project X review meeting'

Preparations

Preparations


The success of any meeting is proportional to the amount of time spent in preparation, by all participants.

Add a preparation action


Add an action for the meeting preparations. Think about:

• Preparations by participants
• Materials for presentation or discussion
• Printed materials
• Circulating the agenda beforehand
• Input from participants beforehand
• Travel details and arrangements
• Hospitality arrangements

Attendees

Meeting attendees


Who needs to be at this meeting? Everyone should be there for a purpose, and have a role to fill.

Attendee

Add an attendee


Add an attendee and press Enter.

Role

Add the role for Attendee


What role will Attendee have in the meeting? Think about:

• Things that they are responsible for
• Interests that they represent
• Decisions that only they can make
• Decisions that need their agreement
• Decisions that will affect them
• Knowledge and information they have
• Things they will need to know
• Actions needed following the meeting
• Chairing and administrative support for the meeting

Date and time

Location

Enter the meeting location


Enter the meeting location. Ensure that all participants know where it is, and have enough information and time to get there.

Enter the start and end times


If attendees are travelling, make sure you allow enough time for all the business of the meeting, and keep to the start and end times.
If you have already drafted the agenda, you should have an idea of how much time is necessary, plus some time for getting started and bringing it to a close.

Date

Enter the meeting date


Enter the meeting date, making sure there is enough time for adequate preparation of materials and participants.

Follow-up

Follow-up actions


What follow-up actions will be needed after the meeting?

Action

Add a follow-up action


Add an action to follow up after the meeting. Think about:

• Circulating a summary or minutes
• Circulating information provided at the meeting
• Following up actions agreed at the meeting

Responsible

Who is responsible for 'Action'?


Enter the person responsible for this action.

Agenda

Meeting agenda


When developing a meeting agenda, think about:

• Ensuring there is enough time to properly cover each item
• Getting items in the right order, for example to support a decision
• People joining or leaving the meeting
• Changeover between presenters or participants
• Breaks in meetings over an hour

Agenda item

Add an agenda item


Add an agenda item, thinking about what preparation will be needed, and who is best placed to prepare it, present it or lead the discussion. Think about:

• Apologies
• Follow-up of actions from the previous meeting
• Presentations and information sharing
• Inputs and discussions
• Decisions and consensus
• Planning

Time

Enter the time allowed


How much time should be allowed for 'Agenda item'?

Objectives

What are the meeting objectives?


Having clear objectives for a meeting is essential. The biggest reason for the widespread unpopularity of meetings is their lack of purpose.

At the end of the meeting, what should the participants be able to do?

Objective

Add an objective


Add an objective for the meeting. Typical objectives of business meetings include:

• Making a decision, or agreeing on something
• Getting input and ideas
• Solving a problem
• Communicating news
• Sharing important status information

Try to be very specific with your objectives, so that everyone knows whether they have been achieved at the end of the meeting.