How To Prepare For A Meeting

 

Business meetings can be absolutely crucial when it comes to growth and success, and getting your meeting right really can show your business in a great light, and persuade investors or suppliers to work with you. You can never go into a meeting feeling over-prepared, but it is easy to be under-prepared, which is why you should always take some time in the weeks and days leading up to it to ensure you have everything in hand. Even if you are nervous, you will need to put those nerves aside. Here are some important things to do before the meeting to ensure you are as relaxed and confident as possible.

 

Confirmation

It is a good idea to confirm the date and time, and also the location with each person who is going to be attending the meeting. Although you may have thought of nothing else for a long time, they may have forgotten, or not checked their diary. They may have double booked you. Therefore, a few days before the meeting, send a reminder email or make a phone call to ensure that everyone is still coming. This will make you look organized and totally prepared.

 

If someone can no longer make it, then consider using a free conference call so that they can still be involved. If they are key to negotiations, it may be wise to re-arrange the meeting, although this will depend on the other delegates as well.

 

Give Directions

If your visitors have never been to your workplace before, or you have chosen to hold your meeting somewhere else entirely, such as a meeting room in a hotel or a dedicated meeting space, then make sure that they know where they are going. You wouldn’t want them getting lost and arriving late and flustered (if they arrived at all).

 

When you get in touch regarding confirming their attendance, send across directions for them to follow as well. This will show that you are thinking of them and have considered all eventualities regarding their journey.

 

Research

Before you meet with everyone, it is essential that you know who they are. Make sure you know everyone’s name and what they do within the company, and why they have been invited. If you find that you have a problem remembering names, offer name badges to wear or nameplates on the table. If you do this, make sure you wear one as well; many people have problems with names, and it might not just be you who is concerned about it.

 

You can do this research online, checking the company website as well as LinkedIn, Twitter, and perhaps Facebook too.

 

Check The News

Before you arrive at the meeting, make sure you read the news, or watch a broadcast, and make a note of what the main stories of the day or week are. Is there anything that might relate to your business? This might come up during the meeting, and you don’t want to appear ill-informed.

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