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8/8/2019 How to Prepare for a Business Meeting
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LOGO
How to prepare for a
business meeting
By Nguyen Thi Thu Trang
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LOGO
Bored meeting
Have you ever«?
«attended a 1-hour meeting that
wound up being a 2or even 3-hour
meeting?
«shown up at a meeting wherethere was no agenda so that the
topics that needed to be addressed
never were covered?
«listened to a boaster spend 20
minutes of a 1-2 hour meeting to talk
about his personal vision on a topicthat supposed to take only two
minutes of the agenda?
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LOGO
Effective Meetings
What people are looking for in effective
meetingsÁ:
88% ± participation
66% ± define the meeting¶s purpose
62% ± address each item on the agenda
59% ± assign follow-up action
47% ± record discussion
46% ± invite essential personnel
36% ± publish an agendaÁ From GM Consultants, Pittsburgh, PA 1993
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LOGO
5
Consider the problem and
determine your purpose.
Determine the purpose
for the meeting.
Do you need a face-to-
face meeting ?
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LOGO
Other means of communication
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7
Decide Who Should Participate :
Invite those who must carry
out what's been decided.
Invite those who have
valuable information, goodideas, or divergent views.
Include those who can
approve the results or are
indispensable to thesuccess of the decision.
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LOGO
8
Arrange for a Meeting Time,
Date, and Place
What times and dates are
most convenient? In the
absence of convenience, when can everyone be
there?
Where should you meet?
Will the location prove
conducive to achieving
your goals, or distracting?
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9
Physical preparation:
v Tables and chairs
v Atmosphere
v Accommodations
v Soundv Supplies
v Note taking
v Refreshmentsv Breaks
v Reference materials, background data
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LOGO
10
Announce an Agenda. :
Unless secrecy is essential, meetings are
more likely to succeed with an agenda. Statethe problem properly, as a question of fact,
value, or policy. Be sure to include all
relevant detail in the announcement,
including topic, date, time, place, andresponsibilities of the participants.
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LOGORecipe for a top-notch business
meeting
1. Know the objective and goal of the business meetingand work backwards from there.2. Choose a venue conducive to the objective of themeeting.3. Provide the venue with a detailed request for proposal
(RFP).4. Put the comfort of the attendees first.5. Ensure constant communication between all partiesinvolved at all times.6. Try to avoid any last-minute changes.7. Schedule breaks with enough time for attendees to
take care of their needs.8. Ask for feedback.9. If the event is large, schedule backup vendors.10. Choose the best keynote speaker possible for themeeting's theme.
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LOGORecipe for a disastrous business
meeting
1. Unprepared meeting planners.2. Miscommunication between venue and organization.3. Overbooking hotel rooms and conference space.4. Mismatch between PowerPoint presentation andhandouts.5. Choosing a venue for a weekend seminar withoutplanning activities during downtime.6. Too much focus on profits and exhibitions instead of the education and networking value of the meeting.7. Speakers that drag on for too long.8. Room set-up that is not conducive to what is planned
for the meeting. For instance, if attendees will be takingnotes, make sure there are tables and enough room tospread out.9. Negotiating prices when not educated on how aconference center works.10. Planners not envisioning how the event will go
through the eyes of the attendees.
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LOGO5 steps to prepare for a effective
business meeting:
Consider the problem and determine your purpose.
Ensure Appropriate Participation at the
Meeting. Arrange for a Meeting Time, Date, and
Place.
Physical preparation. Announce an Agenda.