MindYourBusyNess: How to handle Business Meetings

How to handle Business Meetings

  Are meetings a part of your work? Do you handle these with ease? Business meetings may be of various type and flavor. It may last for few seconds or entire day. It may be with a client or employee you regularly meet at your workplace or with a group of strangers at a distant location. It may be in a big hall or at a restaurant or on your office desk. It may be as casual as chatting with a friend or it may be as formal as attending president’s speech. Sometimes the difference between business and personal meeting blurs. Remember a social gathering where personal contacts turned prospects or client? Or a client on meeting turned out to be an old friend? What ever be the case, the following insight will help the process of meeting to be conducted conveniently- Preparation Barring unexpected and unplanned meetings where it is not possible to prepare, it is worth investing sometime in preparation. It pays dividends. Prepare yourself for all types of possible situations and questions. Make some mental calculations or prepare notes if required. In fact you should have your ready- reckoner type stuff available all the time to deal with unexpected encounters. Agenda is an important aspect of meeting whether it is declared explicitly or not. Stop for a second and think about the real agenda of the meeting. Who controls it? What is your scope? Preparation also means to tune up your dress, appearance and mood to the occasion. If there are some instructions for the type of meeting you are going to attend, update your memory by throwing a glance at least. Dos 1. Find out (do not hesitate to ask) the name and title of the person(s) you are going to meet. Ask them how they will like to be addressed. 2. Start with welcome note and always end with thank giving notes even if the meeting results means zero to you. 3. Keep your mobile at vibrator and take other party’s permission to attend a call if it is important for you to attend. 4. Ask for drink/meals if the meeting is long and timings warrant it. 5. Be polite. 6. Do take notes of the transactions of the meeting (points for action and decision taken) and get it confirmed formally in writing from other party at the next available opportunity. 7. Allow two way communications to take place. 8. Follow up the meeting by an email or phone call. It’s a good habit and doesn’t take much time. Don’t 1. Don’t take business matters as personal. 2. Don’t be rude or abusive. 3. Don’t conduct or let someone conduct the meeting one sided.

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