Business Meeting Guidelines

Nearly everyone who works with groups or teams goes to business meetings. Unfortunately, estimates are that these meetings are only 40 percent effective. There are ways, however, to make sure that every meeting could be seen as something that is a valuable experience. With minimal preparation you can have business meetings that allow attendees to walk away feeling like their time was well spent.

Before the meeting

You can set the stage for a memorable meeting by accomplishing some simple tasks early. Send out agendas early. People like to come prepared and it helps if they know about the issues. Schedule the meeting for the morning. People are usually more alert at that time. Also, obtain some snacks and beverages. You don't want people leaving to get water in the middle of a meeting.

Time

The length of a meeting is important. If at all possible limit your meeting to an hour or less. You will get better attendance if people feel they will be out in an hour. People will also be able to concentrate better in shorter meetings. Additionally, start your meeting on time. It is bad meeting etiquette to inconvenience people who came on time to accommodate people are late.

Venue

If you are running the meeting make sure to sit at the head of the table. This implies you are the leader and will allow you to maintain more control if it is required. There needs to be the correct number of seats at the meeting. Nothing can delay a meeting faster than having to search for chairs to accommodate all the attendees. Also, it is important to maintain an acceptable temperature. If the meeting is too cold or too hot people will only be able to concentrate on their comfort.

Administration

When people first arrive at a meeting have them sign in. A good technique is to have people sign an attendance sheet that includes their work phone and email. Have an assistant make copies of this sheet to hand out at the end of the meeting. Make sure to follow the agenda. You took the time to send it out and you should now follow it. People have planned on these topics. Make sure that you or a staff member takes minutes. Minutes should include the issues discussed, give proper credit for ideas and list assignments.

Lead the meeting

Make sure that as you lead the meeting everyone is engaged. If you have meeting attendees who are refraining from giving input don't hesitate to ask them direct questions. You invited them for a reason and they should participate. Also, as a leader you should make sure to defuse conflict. Although very rare, conflict can occur and meeting members sometimes need to be called aside to be encouraged to be productive rather than disruptive.

Post meeting

Don't leave a mess. Encourage the attendees to take their litter and readjust the chairs. Also, within two days send out the meeting minutes. They should include all the meeting ideas and schedule the next meeting if required. The minutes also should include assignments and dates they should be accomplished.

References

• How Good Are You at Running a Meeting?
• How to Run an Effective Business Meeting
• Managing Business Meetings