The key to successful meeting lies in achieving the right combination of content and process. You must consider not only what is being discussed, but how it is being discussed.
If someone requests a meeting, your instinct is probably to say yes and immediately set it up. My advice is to take a moment to understand the purpose of meeting before pencilling it into your diary.
Meetings are usually set up to discuss existing business relationships or to secure new business opportunities. Many view face-to-face meetings as a step further towards securing the business deal. This means going into the meeting fully prepared having asked the important questions, addressed key issues and discussed desired outcomes. This will help you assess whether or not this is a business venture worth exploring. You need to ask if this meeting will add value to your business.
In the business environment, time is of the essence and wasting is not an option. However, attending meetings that prove to be unsuccessful does just that, they waste a rare resource that once used up can’t be recovered.
Why make it if you can’t keep it?
You will also find yourself in situations where you arrive for an appointment, only to be told that the person you’ve scheduled to meet with has double-booked. In this age of digital diaries with reminders and all sorts of gadgets that make our lives simpler, a double booking is no excuse. I will never understand why people agree to meetings if they can’t make them, or if they have not prepared for them.
Think long and hard about the necessity of scheduling a meeting and understand the value it holds. It is not merely about sitting around a table talking until the scheduled time is over. It is about importance of making business deals that are vital to all parties concerned.
A well thought-out meeting
The following should be well thought out ahead of planning a meeting:
- Be prepared – Set a mission and be clear on the topics and issues that should be discussed.
- Set objectives – Know exactly what it is you want to achieve from the meeting.
- Focus – It is easy to get side-tracked when conducting a meeting: remember you are there to discuss business to keep the agenda tight.
- Watch the time – Keep the length of the meeting to a minimum; determine the direction of the meeting, come to a conclusion and then close the meeting.
- Everyone should leave with a clear idea of the way forward.
The business clock keeps ticking regardless of how you choose to spend our time. Make sure that you set up meetings that actually secure business leads and add value.
Reference:
Grant Thom – Managing Director of Gold Creative (Your Business – Volume 17 No 5)