How to Prepare for an Effective Business Meeting
Laying the Groundwork for a Productive Meeting Before It Starts
May 3, 2009
Business meetings are excellent opportunities to share information, formulate creative ideas and strategies, and enhance workplace morale. But achieving these results isn’t a matter of course or chance. As with any major undertaking, preparation is the key to a productive meeting. Here are a few guidelines for setting the stage for a successful meeting.
Ask: Is This Meeting Necessary?
Meetings are business tools. To paraphrase an old saying, to get the business done right, use the right business tool. That’s why it’s important to ask: Is this the best way to get the job done? Can the desired results be achieved in some other way, such as a conference call or by using a video conference?
Identify the Meeting Objectives
The leader should have a clear idea of the hoped-for outcome of the meeting objectives. “Discussing an issue” or “brainstorming ideas” are not specific enough objectives. Each meeting objective should a specific, action-oriented outcome in mind. Examples of meeting objectives might include:
- To share information so that our people will be able to explain the new strategy to our customers more effectively.
- To brainstorm ideas so that we can cut costs, not jobs.
- To discuss the delivery problems so that we can improve customer satisfaction and increase job satisfaction within the shipping department.
Invite the “Right” People
Effective meeting leaders make sure they’re making the most productive use of everyone involved. Anyone who can have a direct impact on the results of the meeting should be either involved or kept involved. The boss, for example, may not need to be at the meeting, but should be kept informed of its outcome. Keep the boss informed by copying him or her on the meeting announcements and follow-up documentation.
Help Participants Prepare for the Meeting
Sending a brief email or memo, along with any appropriate background information, is an excellent way to help participants make the most of their time during the meeting. An effective pre-meeting announcement includes the following:
- Purpose statement. State it in one sentence. Example: “This meeting will review the situation with ACME and brainstorm ways to save this account.”
- Length. Time is everyone’s most precious commodity. Show respect for it by establishing right up front how long the meeting will last.
- Background. Make sure everyone has enough pertinent background information to prepare for the meeting. This will help you achieve its objective more quickly. Either include the information in the body of the announcement or attach it to the email or memo.
Here’s an example of an effective meeting announcement.
***
To: All Division Managers
Cc: John Topgun, Regional Director
Subject: Budget Meeting
There will be a meeting on April 23 from 9 to 10:30 a.m. to review next year’s proposed R&D Budget. Please be prepared to make a short (3-5 minute) presentation on how your department will be affected, along with any changes you recommend.
The proposed budget is attached. Please review it carefully before the meeting so that we can finish on time.
Our final recommendations go to the Board on May 1st, so this meeting will be critical to the final draft.
Your input will be critical. I look forward to seeing you on the 23d.
***
With this announcement, there’s little question about the purpose of the meeting, the participants' role in it, and the commitment to making everyone's time as productive as possible.
In other words, the meeting is off to a great start before it has even begun.
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