Planning a meeting sounds easier than it really is. There’s more to just setting up a conference room and sending out invites for your client or colleagues to attend. Here are a few tips on planning a meeting that is not only effective and efficient, but also a success you can add to your portfolio.
Choose a Venue that Works for Everyone
Find a venue that that is going to work for everyone that will need to attend. Things you may need to consider is the location. Is the meeting spot convenient? How many attendees may need to commute to the meeting? And are there parking spaces avaiable? Fret not, VenueTown makes this easier with numerous venues located throughout the world for you to choose from. For example, looking for a meeting room in New York? We would recommend Langham Place, New York, with its six meeting rooms for you to choose from! Maybe you need a conference room in the London, United Kingdom? Then the West One venue may be a great option for you!
You want to consider a central location for this meeting, one that can accommodate the size of the meeting, and just what type of tone you want your meeting to have! From here, you can narrow down locations that are going to fit your needs.
Have a Clear Meeting Purpose
Understand the purpose of the meeting and set it up to revolve around it. If there is no clear purpose, then the meeting may go on for too long leaving attendees exhausted and unable to resolve any issues. Set up the appropriate tools to assist in presenting the meeting. Make sure the venue you choose have the technology you need to planning the meeting.
Set a Time and Stick to It
For any successful meeting, a time must be decided and this is something that is concrete. This is going to be important to include with the information sent to those who will be attending. Most importantly, be sure that you adhere to this time frame and do start a meeting on time.
Encourage Discussion During the Meeting
Encourage an open discussion format in the meeting rather than setting up a presentation and giving a lecture. This is going to allow everyone to feel as though they are contributing in one form or another. In addition, when attendees participate, this will enhance their memory of the meeting and leave it feeling a sense of achievement.
Always Have a Summary
At the end of every meeting, whether this was an important stakeholder’s meeting or just a small brainstorming gathering of ideas, be sure that you summarize the points that were covered. This summary is going to ensure that your successful meeting stays in the minds of those who attend.