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Here’s A Quick Way To Plan the Perfect Meeting

We know the importance of creating a great first impression with clients and getting your meeting right. Here are some tips and advice to help you plan the perfect meeting.

Be Prepared for your Meeting. It’s best to prepare for your meeting a few days before it takes place so you know you have everything ready. The more work you do before you walk into the room, the more productive and efficient you’ll be. You should determine your meeting goals. What do you want to get out of the meeting? It’s a good idea to start your meeting with an agenda so the people in the meeting will know what you will be discussing.

Choose the Right Location for you. Holding a meeting in a professional environment creates a great first impression. You can hold you meeting in a coffee shop for free but it might be loud and crowded, can you really give your full attention to your clients or colleagues? You want to layout of the room to suit you depending on the type of meeting, so if it’s just an informal chat then you might want sofas, whereas if you’re holding a training session you might want the room to be set out in a classroom style tables. It’s also important to get the right size room for your meeting, you don’t want to be squeezing in 10 people in a room that’s only suitable for 6 people.

The Timing of your Meeting is Important. Think of a time that’s suitable for all the participants, for example when holding a staff meeting it might be more practical to hold it at the start of the day so employees can get on with the rest of their day, as breaking up the day with a meeting can disrupt working patterns. Most business meetings take place between 10am and 2pm. Meetings that are too early in the day or too late in the day may not be convenient for your staff or clients.

Consider the Importance of Refreshments and Catering. If your meeting is going to last a long time it’s a good idea to consider ordering lunch. Lunches can keep your attendees fuelled so they can focus. At Obsidian, we can order lunches and breakfasts on your behalf from various caterers to suit your needs.

Do your Visitors or Staff know where there meeting is being held? If you’re inviting visitors to your meeting it’s important that they know the directions to the venue and where to sign in. If you’re visitors get lost this can cause delays and interruptions, with valuable work time being lost.

Follow-up. Perhaps one of the most common things people forget to do is to follow-up after meetings. Whatever was discussed during the meeting needs to be followed up or you could potentially lose some great ideas.

At Obsidian Offices, we have 3 different meeting rooms to choose from each creating a different atmosphere to suit the tone of your meeting; formal or informal, big or small, training or appraisal. If you want to find out more about our meeting rooms or would like to make a booking, please click here.