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 >  Home   >   How to Run a Successful Business Meeting  

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How to Run a Successful Business Meeting

Steps to Follow

  1. Send a memo.
  2. Get someone to take notes.
  3. Get the place ready.
  4. Make introductions.
  5. Encourage participation.
  6. Ask for input around the table.
  7. Keep discussion on topic.
  8. Don't let the discussion stagnate.

Business meetings are a dreadful experience for many people. Some think about a droning experience of unending boredom as a lot of words are exchanged to arrive at very few conclusions. Others might dread the experience due to uncooperative co-workers, deranged expectations or any combination of unproductive work habits. The truth is that it takes more than chance and positive thinking to organize a meeting that will be a productive, exciting and (dare we say it) entertaining experience for everyone involved.

Here we present some tips that will turn your meetings from boring aunt to belle of the ball. Think of them as a sort of portfolio optimizer for your business and interpersonal skills that will give you the boost you need to succeed with your team.

To Do Before the Meeting Starts

First of all, send out a memo to everyone involved gently reminding them of their commitment and presenting a step by step outline of what is on the agenda for the meeting. Give employees the possibility to clearly see the structure of the meeting and they'll be able to better outline and present their ideas.

Once you've done this, you'll need to make sure to appoint someone to fill the role of note taker for you. Since you will be running the meeting, you won't have an opportunity to take notes yourself but you can't just hope that your memory will retain it all: analyzing risk budgeting new products and doing market research, all these things are just too complicated to be stored in your memory. Get someone to take care of it and make sure that everyone involved gets a copy afterward.

Finally, make sure that the place is ready. This includes getting all the stationary and office supplies that will be needed as well as making sure that the snacks and beverages are taken care of.

To Do During the Meeting

One thing you need to make sure of is that everyone feels comfortable enough to make their contribution heard. Make introductions between the participants, this will help them get in a more confident mood and will likely increase the chances of a more active participation. To further improve your meeting skills, you might consider management training, make sure to utilize a round table where everyone can have a look at each other rather than rectangular tables where the different view angles promote closed pockets of discussion.

Make sure to handle the timing and pacing of the meeting. It is your job to make sure that the meeting stays on topic for as long as its needed and for no longer than that (to prevent pointless arguing over a point and stagnation.) Make sure to get everyone involved and actively participant in the discussion and you are on your way to a successful business meeting.


You will find a special article about efficient meetings in Germany in our book as paperback:


More than manners in paperback
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or as an e-book:

business etiquette book More than manners as an E-book
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Enjoy reading!

 


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Additional training material

More than Manners
This learning software provides extensive text excerpts from our successful business etiquette book "More than manners".


 
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Masthead - Last update: 2016-09-09
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