How to Plan an Effective Business Meeting

 People love meetings. By the end of each business day, chances are, every office will have at least one meeting. In 2018, a UK survey revealed that at least 10 hours are spent each week on meetings. If the average business day is 8 hours long,this means that over one day is spent in meetings on a weekly basis. Unfortunately, a majority of those meetings are not necessary. The survey goes on to further report that those meetings cost about £191 billion annually. 

 Meetings should only be used when absolutely necessary. A lot of businesses do not realize how much time they spend in meetings and how ineffective they are when it is over. So, they plan yet another meeting to address the initial meeting and the cycle continues. 

Here are three (3) simple things to do to ensure you have an effective business meeting:

Address the meeting before it is scheduled

A lot of meetings can be avoided through emails and phone calls. Being time-conscious allows businesses to limit the number of meetings they hold and the time allocated to each meeting. Other means should be explored before resorting to a meeting. Some businesses hold meetings every morning for updates. Before you jump to search for meeting rooms Manchester for your next meeting, ask yourself, “will an email or memo simply suffice?” This is a good rule of thumb worth remembering. If your answer to the question is yes, then you have just saved your company money and time. If not, move on to step two.

Outline the objective of the meeting

Typically, meetings should only be held in order to make a decision. For that to happen, participants should be fully aware of the situation on the ground before walking into the meeting. In order to keep it short, each participant should have the meeting’s agenda hours before the meeting. This allows them to plan their thoughts and arguments for the meeting. Having a written objective of the meeting beforehand gives the meeting a sense of direction and allows the moderator to easily guide the conversations and stay within the time limits. It is the responsibility of the planner to make sure each participant has a copy of the meeting agenda and the time allocated for each item.

Choose the ideal location

Once a decision to hold a meeting has been reached and the objective is determined, it is time to choose the ideal location. Select a venue that best suits the kind of meeting. VenueFinder offers a lot of help here. It holds thousands of meeting locations that can be easily sorted by location, capacity, style, and type of meeting. There are several reasons for choosing an external location for meetings – capacity of meeting room, type of clients (when trying to impress the client), and other resources needed for the meeting (projectors, microphones, refreshments, etc.) that the company may not have.

Meetings are important to businesses but they should be kept to a minimum. As long as there is an understanding of the purpose of having meetings, then the objectives of each meeting will be achieved with efficiency. Keep the rule of thumb in mind the next time you plan on having a meeting.
 
 
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