A business meeting is an opportunity for coworkers to gather together and collaborate on major issues, usually with the assistance of a facilitator. They can be scheduled to address urgent issues that are not solved via email or a brief chat, as well to discuss a long-term plan for a particular project or division.
A well-prepared group and a well-defined agenda are the foundation of successful meetings. In addition to defining the desired outcome of each item on the agenda, it’s also helpful to assign responsibilities and set an end date for the meeting. This ensures that the goal of the meeting is achieved.
It is also essential to restrict the number of participants, especially if the meeting is time-sensitive or requires critical input from a particular group. Too many participants could result in unproductive discussions and unneeded rework. Jeff Bezos, the CEO of Amazon has stated that meetings should not have more participants than two pizzas.
During the actual meeting, it’s important to ensure active participation and to encourage open discussion. It is also important to have a notetaker present who can capture key insights as well as actions and decisions to be later distributed. The notetaker should ensure to attribute any comments or contributions to their corresponding participants, so that any disagreements can be resolved quickly.
A successful meeting concludes by summarizing the main points learned in addition to describing any remaining tasks, and confirming next steps. It is also useful to provide a last opportunity to ask questions or clarify issues. The organizer can thank everyone who participated and reaffirm the importance of collaboration and effective communication.
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