How To Run a Business Meeting: Types and Best Practices
Understanding the functions of a business meeting and how to implement them effectively can add significant benefits to your company. By using this organizational tactic, you can help increase company productivity and improve employee loyalty. In this article, we will explain the different types of business meetings and how to conduct them.
What is a business meeting?
A business meeting is when a group of professionals come together to discuss conflict, address changes or celebrate the success of an organization. Business meetings can take place between company executives and employees, company representatives and clients or department leaders and their teams.
Types of business meetings
There are six common types of business meetings.
Team building meetings: Team building meetings can be utilized to increase company loyalty and professional relationships among employees. This type of business meeting is untraditional in that it can take place in an office setting or the form of an outside activity.
Innovation meetings: Innovation meetings allow employees to voice their suggestions on how to improve company procedures and in doing so, help company efficiency. This type of business meeting can help employees feel valued while also contributing to unique ideas.
Information sharing meetings: This type of business meeting offers an alternative to lengthy company memos or emails. Information sharing meetings allow employers to notify their employees about new policies or company events and allows employees to ask in-person questions. This business meeting is also important for brainstorming activities.
Status update meetings: This type of business meeting is useful in following up on the progress of team projects. Department heads can check the progress of individual tasks and address any issues that could be slowing down team efficiency.
Decision-making meetings: This type of business meeting usually takes place among company executives. They participate in decision-making meetings to discuss company issues such as potential downsizing and or department consolidation.
Problem-solving meetings: Problem-solving meetings are usually called in response to an ongoing or urgent conflict within the company. This type of meeting serves as an opportunity for company leaders to address the problem and discuss possible solutions to keep the company functioning properly.
Good etiquette for business meetings
A business meeting might call for good etiquette practices among participants depending on the setting and nature of the meeting itself. The following list will review seven ways to demonstrate proper business meeting etiquette:
1. Dress appropriately
This aspect of business meeting etiquette will depend on your company's dress policy. Dressing in appropriate business attire for a meeting can serve as a sign of respect and professionalism toward meeting participants.
2. Arrive early
It is important to arrive early whether you are leading a business meeting or participating. This can allow you to get settled, exchange greetings and focus on the tasks ahead.
3. Introduce yourself
You might be participating in a meeting with members of other departments, or certain situations, clientele. Try to introduce yourself and shake the hand of each person that you have not met before.
4. Participate in active listening
Active listening can be a great sign of respect to the speaker during a meeting. This means you are making eye contact, nodding in recognition of what they are saying and taking notes on key points. By doing this you are showing the speaker that you find their time valuable.
5. Turn off your cell phone
Depending on the situation, it might be best to have your phone volume turned off or even out of sight. This can help you keep from getting distracted and distracting others during the meeting.
6. Wait for all participants
This aspect of business meeting etiquette can be specific to the leader of a meeting. Try to wait for all participants to arrive and get settled before presenting your materials and meeting goals.
7. Allow others to voice their opinion
By allowing everyone to contribute during a discussion and not interrupting, you are demonstrating that their opinions and expertise are valued.
How to organize a business meeting
Those who oversee organizing a business meeting are responsible for preparing the necessary materials and notifying the participants of the meeting's date, time and location. The following list will review the best way to prepare before a business meeting to ensure a productive experience:
1. Identify the cause for a meeting
Before you can complete other organizational steps, you should first have a cause for calling a meeting. Identify the type of meeting you want to have and the main points you want to discuss.
2. Set appropriate date and time
Set a date, time and location to hold your meeting. Make sure to look at the schedule for other company meetings so that you don't accidentally schedule a meeting at the same time.
3. Notify participants
You can use email functions to invite participants to your meeting and have them approve or decline your offer. If you do not receive a response from a recipient, you can follow up by phone or in-person invitation.
4. Prepare materials
Create a slideshow presentation, print out an outline of your presentation to pass out to your business meeting participants and rehearse your presentation. Preparation can be an important part of a successful meeting.
5. Write meeting agenda
Take note of the main points you want to cover during your meeting and send your agenda to the participants a few days before your meeting. This will remind them of the commitment they made and allow them to mentally prepare for the materials that will be discussed.
How to conduct a business meeting
Knowing the right way to conduct a business meeting can save participants valuable time and benefit everyone involved. The following list reviews the structured order for a productive business meeting:
1. Greetings and Introductions
Begin by formally introducing yourself, if your meeting participants are not your immediate coworkers. Have everyone introduce themselves if they are not already familiar with one another.
2. Assign a note taker
If you did not already assign a note-taker, you can do so at this stage of the meeting. This person can write out or type the meeting minutes for you to review later. Taking detailed notes on a meeting allows you to see what items were covered and it can be sent out to participants to remind them of the key takeaways that were outlined during the meeting.
3. Review the agenda
Before starting your presentation, go over the projected structure of the business meeting and what points will be covered.
4. Complete presentation(s)
Complete your slideshow presentation and remain mindful of time restraints. Make sure you are engaging your audience through eye contact and well-presented ideas.
5. Field participant questions and ideas
After you have finished your presentation, you can allow participants to ask questions and provide their feedback on the meeting's topic of discussion.
How to conclude a business meeting
How you conclude a business meeting is just as important as how you prepare and conduct a business meeting. There are necessary steps to complete to end your meeting in a positive and motivational manner. The following list will review the proper ending procedures for business meetings:
1. Thank participants
Make sure to thank your participants for taking the time out of their workday to participate in your meeting. This can help them feel respected and allow them to know that you appreciate their time and attention.
2. End with a call to action
Conclude the meeting by summarizing the necessary next steps. For example, you might want your participants to collect data or use the ideas discussed in the meeting to improve their sales tactics. You should end with a reminder of their next move.
3. Ask note-taker to type and send meeting minutes
Thank the note taker and ask them to send you the completed meeting minutes to send out to the rest of the participants.
4. Follow up
If your meeting requires a follow-up, you can do so by email to check on progress and evaluate the usefulness of a business meeting.