The Facts
It doesn't matter if you work in a corporate environment or have an established home business--at some point, you will need to run or attend a business meeting. While the thought of a business meeting may seem unappealing to some people, it doesn't have to be. With a few instructions and minimal preparation, business meetings can be an easy way to efficiently meet everyone's needs.
Prior to the Meeting
Whether you're running the meeting or are an active participant, preparation is key. For those running a business meeting, make sure you have all your notes, meeting topic, supplementary materials and any visual aids such as slide shows or charts ready for viewing. Also confirm the meeting location and time so that attendees can plan accordingly. If you're going to have refreshments, position them so they are within easy reach for participants.
Furthermore, if you're attending a meeting, arrive on time or even a few minutes early in case you need to take care of anything before the meeting or want to grab a beverage. Also, bring necessary materials such as a notepad and pen so that you can take notes for yourself if needed. Don't assume that the speaker will have these things available for you.
During the Meeting
If you're the speaker, start your meeting on time and speak in a clear, calm voice. Keep eye contact with your listeners and make sure to stay on schedule. Don't veer off into different subjects. Your listeners will appreciate the fact that they can follow your agenda and get what they need to know in an expedient manner.
For meeting attendees, depending on the speaker, questions may either be encouraged during the meeting or after the meeting. Take notes just in case, and if you have a question, write it down. Also be respectful of the speaker and your peers. Do not have side conversations or check electronic devices, because this shows your lack of interest in a meeting you agreed to attend.
After the Meeting
Once the meeting is over, as the speaker, you can ask if there are any questions. This is your time to elaborate on certain topics that you may have touched upon during the meeting. Also, make sure to thank everyone for attending and confirm the next steps. If you brought refreshments, make sure to leave the meeting space as you found it -- clean.
As an attendee, you can take some time to discuss certain topics with the speaker that may have been too in-depth to discuss during the meeting. In addition, if you need further information or instructions regarding the meeting topic, ask the speaker for resources. If needed, find out the time and location of the next meeting.
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