WHY PROPER PLANNING IS IMPORTANT ?

Meetings are called to discuss important matters, to take important actions, to make some changes, to take feedback, to give important instructions, to motivate employees, etc. Meetings have a specific purpose. It seeks attainment of certain objectives, reaching certain decisions, resolving certain issues. Thus, Business Meetings must be properly planned to enable the proper execution of the meet.

A Meeting involves time and cost of many concerned people, every second counts, and every second invested in the meeting should be productive. Pre-planned meetings are always a success. Nothing should be left to be arranged at the last minute. Below we provide the Tips for a properly planned Business Meetings.

TIPS FOR A PLANNED BUSINESS MEETING:
   

1. Objective of Meeting: Why the meeting is called should be clear to every member so that they come prepared with the information.

2. Invite the concerned persons only. Suppose its a sales meeting, you need not call all employees. Invite only sales related people who have the information relevant to the meeting objective.

3. Prepare a Written Meeting Agenda. Give the copies to all the participants, so that they should know the minutes of the meeting.

4. Prepare a Check List. Write down all the things required for the meeting. Make the arrangement accordingly.

5. Reach the venue early. Reach the meeting place before time. Check the Meeting Room, and see if its neat and clean. See the material required for the meeting is available.

6. Fix starting and ending time of the Business Meeting. Start the meeting on time to encourage punctuality. Those who arrive on time should not suffer for those who don't. It should also adjourn on time.

7. Maintain the Decorum. Don't allow participants to interrupt each other. Everyone should be given time to present his/her opinion.

8. Contribute to make the meeting successful. Be a good Participant. Give relevant information to contribute to the success of the meeting.

9. Involve everyone in the Process. The person who is conducting the meeting should keep in mind the goals and the objectives of the meeting and involve all participants in the process.

10. Make the Summary of Meeting. To review the results of the meeting, make summary of the whole discussion. Make a follow-up plan so that the things discussed can be implemented.

Business Meetings work as Ice-Breaker. While they help in developing Business, they also help as ice-breakers. Employees enjoy the meeting day as its different from the routine days. So, meetings should be planned in well-organized manner. All the arrangements should be make according to the checklist. To organize a corporate meeting, a separate committee should be formed to make all the arrangements.