Running Business Meetings

Business meetings may involve just a few individuals, or at times, many people. Not everybody is born with the talent to address so many people, especially when the object is to promote an idea or product or explain some financial statement. It may involve the takeover of a business, starting of new business, or negotiations of a deal. It may be called to obtain the approval of shareholders to sell assets of the company, or raise share capital. It may be necessary to consult experts or partners on any business matter, or plan how to deploy surplus monies on hand.

Even briefing meetings and brainstorming meetings for coming out of any crisis can be classified as business meetings. Periodical review of productivity, marketing, and financial liabilities, etc., are all part and parcel of business meetings, as are pitch sessions. Likewise, meetings where personnel requirements, and other issues related to personnel are discussed also qualify as business meetings. In addition to these, there might be creditors, and debtors meetings.

Based on the type of business that is to be conducted, meetings may be classified as conferences, seminars, board meetings, annual general meetings, extraordinary general meetings, creditors, meetings, debtors meeting and sales meetings.

Any business meeting should be conducted with a predefined agenda. This is absolutely essential otherwise the matters that are discussed at the meeting may end up completely overshadowing the important matters that need to be resolved immediately. The agenda may be accompanied by some documents providing details and explanations on various items in the agenda. This enables the recipients to mull over the contents, and come up with their input on the matter.

A reasonable notice needs to be given so that no stakeholder feels excluded from the meeting. The time and venue of the meeting too needs to be clearly defined in such notice.

There are legal provisions for calling shareholders meetings, and board meetings. When the meeting involves just a few individuals, like a board meeting, then such notice may be given verbally. But it is always advisable to have documentary evidence, or an email to prove that the meeting was called, and reasonable notice was given.

Since one discussion can lead to another and the meetings can end up nowhere, it is always better to conclude matters that can be resolved quickly first, and keep complex matters that require extensive discussions for later part of the meeting. For ensuring this, there has to be somebody who conducts the meeting, and opens each item for discussion and resolution. It is the responsibility of this person to ensure that the matters discussed do not deviate from what is stated in the notice or agenda. The person leading the meeting needs to ensure that any new matters if made are duly noted so that another meeting may be called, and opinions of all concerned on the matter can be obtained.

Another problem with large gathering is that people tend to repeat the same questions or the same opinions. The person conducting the meeting needs to ensure that this is minimized, as everybody’s time is valuable. Using a timer helps.

How To Plan and Select Meeting Rooms for Your Business Meeting

Business meetings can be staff meetings, sales presentations or business proposals to potential investors. When you have an important business meeting coming up, you need to make sure that everything is perfect if you want to make the proper impression. That is why you should take the time to find the right room and use the proper steps to create your perfect meeting.

Multimedia Presentations

Your meeting rooms need to be able to accommodate multimedia presentations. That means having a screen to project on to and a monitor to connect a computer to. The room should be arranged so that everyone can see the presentation and the presentation needs to be large enough to be clearly seen by everyone in the room.

Internet Connection

Social media and Internet tools are important parts of the new age of business meetings. Not all of your attendees that want to attend your meeting are going to be able to be there in person. But you can still allow important people to be part of your meeting by having an Internet connection and video-enabled computer in the meeting room.

The right kind of computer will allow people to use video conferencing services to see what is going on in the meeting and offer their insight as well. Your video conferencing software should allow remote attendees to share documents and make document changes in real time. Your meeting room computer should have an Internet-enabled video camera to allow your remote attendees to see what is going on in the meeting.

Many of the social media platforms allow for multiple people to utilize a single video conferencing system. This can be a great way to save money on video conferencing services for your company an your remote attendees.

Attendees

Create a list of attendees at least a month in advance and send out meeting notices as soon as possible. When you get your RSVP list, that will tell you how large of a meeting room you are going to need.

Utilize social media platforms to allow people to RSVP for the meeting, share insight into the meeting content and ask any pertinent meeting questions.

Agenda

A comprehensive meeting agenda, which includes meeting times and the names of people who will be making presentations, should be circulated to all attendees at least two weeks prior to the meeting. This will allow attendees time to prepare the materials they will need to attend the meeting and contribute.

Encourage attendees to ask agenda questions prior to the meeting so that all attendees may benefit from the answers. You can use social networking platforms to allow attendees to submit questions and then utilize those platforms to submit answers as well.

Each business meeting should have a defined purpose in order to get people to attend and contribute. When you spend the necessary time to prepare your meeting materials and find the perfect meeting room, then that will significantly improve the quality of your meeting.

Fast Food Restaurants – Are They Good For Business Meetings?

Fast Food Restaurants may be a good place to get your team to bond, but are they good for business meetings? The informal atmosphere, casual approach and ‘meal’ environment may make your team feel relaxed and open to new ideas, but will they be able to focus or will distractions keep them from paying attention? Join me on a journey into unusual meeting ideas.

Planning a business meeting is generally straight forward. You have your equipment, agenda and goals all to hand as your staff troop in for another company up-date, but what about those who work out in the field? Or what if you want to shake your team up a little to help them think outside the box? Are fast food restaurants a good a place to hold your business meeting instead of the main office?

Obviously fast food restaurants exist for one reason: to serve up fast food so that hunger is satisfied quickly. The cuisine is not too refined and the cost fairly cheap. Table service is not always an option and the surroundings reflect a universal company theme. The atmosphere is relaxed but not too chilled and they don’t want you to linger overly long. There is usually canned music of questionable quality and often a family atmosphere. To a fast food franchise owner, faster turn-over equals faster profits.

So, fast food restaurants – are they good for business meetings?

1) If you are in a mainstream business and planning to move some boundaries or offload new concepts on your staff, a fast food restaurant could be used to your advantage. You could do away with ‘traditional’ business meeting mode and ease your staff into the meeting with an appropriate ice-breaker.

Here are a few pointers to help with business meeting productivity:

* Choose a location far away from competitors! You don’t want to offer them a birds-eye view of your plans.
* Choose the quietest period. Eg. Wait until kids are at school and mums at the shops!
* Pre-warn the manager if your team is large. Make sure there are vegetarian options on offer.
* Find the furthest place away from the evil music!
* Use the franchise model and environment to make comparisons with your new concepts.
* Thank the manager for the use of the premises – especially if you wish to return.
* Enjoy the event! Make sure you take all necessary equipment (agenda, pens, paper etc) so that the meeting can start promptly and end on time.

2) If you are a home business owner or MLM affiliate and time is of the essence, fast food restaurants make an ideal place to slot in a quick, informal business meeting to catch up with your team. Choose a location within easy reach of your team and local schools to aid a quick getaway. Make sure you have assembled all new products and information so that discussions can get underway quickly and end promptly. Enjoy the event!

Business meetings are an unavoidable part of business life, but who said they have to be dull and boring? The trick is to find different locations to turn them into Enjoyable Events! To achieve this, increase your skill base to leave ‘boring’ behind. Learn new methods and strategies that will take your business way out of everyday league and even help you achieve multiple streams of income. That way you won’t be dependent on one business idea alone. I hope “Fast food restaurants – are they good for business meetings? is helpful.