Doing your homework for Business Meetings :
- If an agenda has been distributed before the meeting, I read it to see if there are any areas I need to review.
- If I know ahead of time that an agenda item will cover my area of expertise, I’ll make sure I’m ready to answer questions on the issue.
- If the agenda requires that I prepare for the meeting in a particular way, such as reading a document, I’ll do it.
- If I can tell from the agenda that I could make a valuable contribution to the meeting I’ll attend, I’ll organize my information to make the best presentation possible.
Showing up with the necessary materials :
- I always make sure that I bring a pen and pad of paper to the meetings I attend.
- If the agenda is distributed before the meeting, I’ll check it to see if there are certain materials I need to bring.
- Whether an agenda’s been distributed before a meeting or not, I’ll try to anticipate any materials I should bring.
Dressing appropriately for Business Meetings :
- I observe the attire of my co-workers to ensure I dress according to company protocol.
- If I’m not sure how to dress, I dress more conservatively.
Three Types of Business Meetings
You have been asked to plan a meeting. Now you have to decide what type of meeting you need to have. There are many different types of business meetings, but generally meetings can be grouped into three different types:
- Problem-solving meetings – Problem-solving meetings enable participants to identify and explore particular problems or situations that need improvement or change. Since the intent of these meetings is to come up with ideas and suggestions for dealing with problems, they are usually discussion-oriented and rely heavily on participation by the people attending. Planning is also included in this type of meeting because planning is future-oriented problem solving.
- Decision-making meetings – In decision-making meetings, the second meeting type, participants are asked to make a final decision by choosing from previously developed alternatives. These are the most difficult meetings to conduct. They require coordination and planning to keep people focused on the discussion and to ensure that a full range of opinions and ideas have been identified.
- Information-reporting meetings – The third meeting type is information-reporting meetings, which provide information only. They update people on the status quo or alert them to events that are anticipated or planned. Managers or supervisors often call these meetings.
During information-reporting meetings, the communication is often one-way and not interactive, except when it is necessary to clarify. Information-reporting meetings are often a forum for making announcements, giving feedback, and providing progress reports.
The type of meeting you decide to have will affect your planning. It also can affect outcomes. Therefore, it is important to decide what type of meeting you need to have in the planning stages of your meeting. This will help you decide who is crucial to your meeting, what type of location you will need, and the most productive time for your business meeting.