Nowadays, when we all have a shortage of time, especially in an agile business environment, it’s a completely difficult task to arrange a perfect office meeting. Even simple tasks take too much time to organize such as choosing the perfect room size, making sure that people reach the place on time or managing communications functions. Business meetings or conference planning is more important than any other event because it has a great impact on your business. You have to make sure that everything is perfect because you have to meet with people from other organizations which can be salespeople, clients or regulators. So, before arranging any meeting or conference, make sure to pay attention to the all details carefully.
Is meeting necessary:
First of all, I think that meeting is necessary. If you think that a call, a video meeting or an email is enough to convey your message then don’t arrange it. Only arrange meetings when you think that meeting is necessary.
Just invite the important people:
It’s not necessary to invite all staff members in a meeting. Inviting such people that are not important for meeting can lead you to frustration because they can simply postpaid or cancel it with lame excuses. So, while making a list of members, first of all write those names who are the most important and then write the names of those people who are optional. It’s also important to make comprehensive meeting notes so that you can send them to the people who are not able to attend the meeting for any reason.
Making a meeting agenda is also very important because it will help to organize everything to avoid any delay and problem. It’s not necessary to make this agenda for every small meeting. You have to make a list of agenda steps such as members’ introduction, meeting’s purpose, ideas, etc. It’s also important to set a time frame for each thing to avoid any problem. You can make points such as:
- Members introduction (5 minutes)
- Purpose of Meeting ( 2 minutes – Mike)
- Sales Results (10 minutes – Jessica)
And so on. If you feel that it’s difficult for you to arrange a business meeting then you can also think to hire Event Planner South Africa services that will surely help you.
Choosing Meeting Place
When you are making a conference planning then it’s also important to think twice about the meeting place. An office meeting is mostly formal so make sure that you are making arrangements in a formal way.