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Entrepreneurs -Meetings – Make Them Effective And Profitable

Written by: Lee Lister

Article Overview: Meetings – in business they are very important, but you can have too much of a good thing. Meetings are also time consuming and expensive and often take you and your staff away from more profitable activities. So how do you make meetings effective and profitable?

Entrepreneurs -Meetings – Make Them Effective And Profitable

First of all why hold a meeting? These are the only reasons I could find.
* Communication - what’s going on? A two way meeting e.g. team meeting.
* Informative - what is happening? Broadcasting news e.g. company changes, product launches.
* Present a proposal - how we want to do it? A sales pitch, part of a bid or as a result of some fact finding.
* Progress - what we’ve done so far? Progress meeting usually project based.
* Fact finding - obtain information. To obtain information from users

Now you need to prepare yourself for the meeting.
* Identify the aim of the meeting. Decide what type of meeting and what your aims and objectives are in holding or attending the meeting.
* Collect your information together. Collect together any documents and information that you need to bring. Decide what questions you want to ask. Review the minutes of the meeting.
* Presentations. Put together any presentations or proposals that you are bringing to the meeting. Make sure that your equipment is working and available for the meeting.


Attendees are very important to a successful meeting. Smaller meetings work better, but only if you identify the correct people. For a successful meeting you should invite:
* The person/people who CAN make the decisions that you require to be made.
* People involved in decision making process
* People who hold KEY information required during the meeting
* People who may be affected by any decisions being made
* People who NEED to be involved

Beware those people who think that attending a meeting makes them more important. Extra people at the meeting is just extra work and time consuming.

Now you need to organise your meeting
* Prepare questions, scenarios, options or proposals
* Plan and prepare agenda
* Identify appropriate venue
* Identify Chair
* Inform attendees
* Send agenda and objectives of the meeting
* Verify attendance
* Ensure attendees are prepared

Remember, If you don’t know what is happening how will anyone else?

Managing your meeting
* Come prepared
* Open the meeting, stating objectives and timings
* Ensure Chair manages meeting
* Keep to agenda, but be flexible when important matters come up.
* Keep to the point and discourage long discussions over minor points.
* Document all decisions, action points and requirements or changes.

After the meeting
* Get the minutes prepared and distributed – if appropriate.
* Review to ascertain that the aims of the meeting were met.

Just remember that short meetings with short agendas are more efficient and more popular. I always find that late Friday afternoon meetings are the quickest and more effective! Good luck.

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Article Tags: aim, aims and objectives, attendance, attendees, broadcasting news, company changes, decision making process, decisions, g company, meeting people, minutes of the meeting, proposal, proposals, sales pitch, scenarios



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