Planning Effective Meetings

Best Practices in Planning Effective Meetings

Any meeting, especially a business meeting, is held with a specific purpose. Communication in the business practice itself is usually supported by mutual interest. A meeting is organized to satisfy the interests of the parties.

The criteria for evaluating the results of the interaction, in addition to achieving the desired goal, are factors that reflect the resource costs of the participants: time, the degree of tension, and the nature of the relationship between them.

In order to effectively hold a business meeting, you need to seriously prepare for it and think everything through carefully.

It is customary to agree on a business meeting in advance, while the length of time between the agreement and the actual meeting depends on specific circumstances and the program of the meeting.

Within the same region, it is most expedient to make an agreement two to three days in advance. A business meeting scheduled for a dozen days is often poorly prepared for psychological reasons only.

The regulation of the event is of great importance. If you do not make a clear plan, then very soon, the meeting will resemble a mess or a conversation at the local market. Therefore, it is worth thinking about the event, and making a clear scheme.

Formulation of the Problem

A clear formulation of tasks or issues to be resolved is a guarantee that the discussion will not go in a different direction. When conducting the event, you must not deviate from the set goals. Otherwise, you will not achieve the desired effect. It is also advisable to plan the time allotted for each question. For example, the discussion of one issue will last only 15 minutes, and 30 minutes will be allocated for a more important one, etc.

Nothing Extra

In order not to deviate from the topic, it is advisable to cross any attempts to go aside. For example, when looking at a problem, someone in charge might start saying that they did so many things to improve that year and continue to go into spatial explanations. Avoid such moments. Otherwise, there will be no results.

Number of Presents

It is advisable to determine the number of attendees right away. Firstly, the rental of the meeting rooms depends on it – you need to know how many people will participate. Secondly, it is better to immediately explain that only company members who have the opportunity to solve or influence the solution of the problem should be present. Of course, assistants can also be present. But in this way, it will be possible to use the time for good.


It is desirable to explain to the members of the negotiations within the limits of decency that you will not wait. For business people, the day is scheduled. Suppose you do not start considering the points from the plan now, then. As a result, it will not be possible to discuss everything. No exceptions should be made, but the organizer should set an example by arriving on time or a little earlier.

Time to Speak Up

Regulations are important here. At the beginning of the meeting, explain – he reads out the item, and we speak in turn, without interrupting the others. The process should be clear, so set a time for discussion. Thus, all points from the plan will be considered.

Business negotiations will be easier if you don’t even give the opportunity to take the discussion aside.