Whether you’re planning a meeting with five people, a conference with 200 attendees, or a retreat with 20 attendees, you’ll want to make sure you have what you need to make it a success.
If you are planning to hold a business meeting, you will need to prepare for it. Here are the things you will need for a successful business meeting.
Things Needed for a Successful Business Meeting
Technology
For presentations using PowerPoint, video, or other multimedia, have a projector on hand. A speakerphone should be available for conference calls. Ask the presenters in advance if they will require a computer to upload their presentations or if they want to bring their own devices. If there will be a Web conference during the meeting, make arrangements with a provider to run it and become comfortable with the technology beforehand. Send directions on how to dial into the meeting to the participants.
Agenda
A meeting’s primary goal is to bring important people together to discuss issues of shared interest. If an appointment is required, create an agenda stating the discussion topics, including the time given for each subject and, if applicable, any key speakers. After the meeting, allot time to finish any unfinished business and talk about the future steps. Before and during the meeting, share the agenda.
Equipment
Choose a meeting location where everyone can sit down comfortably and where there won’t be any noise or traffic interruptions throughout the talk. If you plan to conduct Web conferences or require online access, choose a room that isn’t too far from the restrooms and makes sure it has power outlets, telephone access, and an Internet connection. Make sure the lighting in the space can be adjusted so it won’t disrupt a presentation. Be sure to have markers on hand if the space has a whiteboard or flip chart.
Those Presenting and Attending
Make sure that everyone who must attend the meeting can do so. Reschedule the meeting if one or more people who possess critical information are not available. Ask speakers to elaborate on a subject or offer details that will aid the audience in making a conclusion. Inquire with them about any equipment or material needs before the meeting. Have the phone numbers of any attendees who need to dial into the meeting.
Timers and scribes
One of the attendees should be tasked with keeping the meeting on schedule and ensuring that it ends on time. Inform the presenters that it is their responsibility to stay within the allotted time for their topic and that the timekeeper will let them know when it is time to wrap up. Ask the timekeeper to also serve in this capacity, or assign another member to take notes during the meeting. Following the meeting, the note-taker should type the minutes of the meeting and hand them out to the participants after recording the decisions and the discussion’s agenda.
