There’s no greater feeling in the workplace than hosting a meeting that runs flawlessly, so we’ve put together a handy guide to help you out. Avoid awkward lulls in conversation and limit the risk of embarrassment by following our 7 simple tips…
- Create an agenda
Agendas are a great way of making sure everyone is clear what is going to be discussed in the meeting and they also add structure. They’re good for making sure the meeting is on track as well as ensuring everything that you wanted to speak about is covered. An agenda will also show people just how much needs to be covered in a meeting and will help you and your client prepare for the meeting.
- Set objectives for the meeting
Having a clear idea of what you want to get out of the meeting will be a huge help in guiding the conversation topics towards the outcomes you want to achieve. Going into a meeting knowing exactly why you’re there will increase the productivity of the meeting and you’re bound to get more out of it than if you walked in without any goals.
- Contact the other company before the meeting
Even if it’s just to confirm the meeting is still on, getting in touch with the company or person you’re meeting is always a good touch. If the meeting is being held at your office, you can make sure they have the right directions and information they need. If you’re travelling to the meeting, this is a great way of double-checking the arrangements which will help you prepare.
- Check how many people will be attending
This one can be really important, especially if you’re going to be handing out corporate gifts, business cards or print-outs for the meeting. The last thing you want to do is turn up looking unprepared. The best way to avoid this is simply to ask the other company how many people will be attending from their team – it’ll look good that you’re showing an interest in who’ll be there and will help you out with knowing how much to bring with you
Top tip: Always account for 1 more person than you need – you never know if someone may be called into the meeting at the last minute!
- Arrive on time
It might seem obvious, but punctuality can make a big impression – so don’t be late. That being said, don’t arrive too early either as that could make for an awkward wait when you get there! Allow plenty of time to travel and plan your route, and if you do end up stuck in traffic, be sure to keep the other party up to date with your situation.
- Make sure your presentation looks professional
Not all meeting call for a presentation, but if yours does, be sure to make it look as professional as you can. Keep the wording to a minimum on each slide so you only include the key points and keep the content looking clean. If you’re using images in your presentation, make sure you use hi-res imagery to add an extra touch of professionalism.
Our Presentation license is designed for exactly this purpose – take a look at our great blog for tips on choosing an image for your presentation.
- Always bring a back up
Whether you’re doing a presentation, have saved some notes for the meeting on your laptop or have prepared handouts, make sure you have a back-up version with you. Bring a hard copy and an electronic copy, or add the info to a USB drive as well as your laptop – you never know when technical faults will happen!