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Corporate / Business Meeting – Planning-Purpose-Agenda-Venue

Corporate / Business Meeting – Planning-Purpose-Agenda-Venue

Business Meeting or Corporate Meeting Definition – Meaning

Business meeting or Corporate meeting can be conducted between internal staff or externally with other companies through business proposals to buildup strong relations and memorandum for spending trade, achieving goals, set the direction, improve working conditions, avoiding hurdles or contingency situation and ultimately growing business and potential.

To be successful in business no matter how big or small that business is meetings must be approached in the correct manner. And that goes for the ordinary member just as much as those with greater responsibilities such as chairpersons and secretaries. It goes without saying that successful companies have successful business meeting structures in place and those around the table are there because of their ongoing contributions.

Knowing how to effectively participate at a business meeting and being able to give good performances when called upon can put you in a position to influence the direction of decisions made at the time.

Read also about organizational structure

When groups of people get together for any type of discussion you normally can get conflicting points of view. Even the most seasoned board member will tell you there is no secret formula for resolving all disputes and being in an environment where there are constant differences in opinions can only be healthy for the business anyway. If all sides to an argument are not thrashed out then the risk of making the wrong decision is always going to be greater.

How to set up and conduct an effective discussion

The biggest waste of time in most organizations is ineffective meetings. But the business meeting are important. To be a successful organization, information flow is crucial. In addition, ‘face-time’ is important to support and maintain good relationships and teamwork.

How do you determine when to hold a meeting? Does the calendar dictate it? Do you call a meeting when you seem to want or need it?

There are two reasons to hold a meeting:

1) The flow of information and

2) Sustaining existing relationships of partnership or teamwork.

The first is sometimes overlooked or “killed too much.” It is overlooked when managers assume that employees can get the information they need or take the initiative to ask for if they want to know something. It is “overkill” when a manager or departmental head brings everyone together to discuss or listen to information about everything. Both ends of this spectrum are ineffective and inappropriate.

Individual employees are rarely willing or safe enough to request information. Furthermore, an employee does not know what he or she does not know. A manager has a broader perspective and can provide important information that an employee is not even aware of. Furthermore, an effective business meeting gives a manager the opportunity to offer “purpose and context” of his / her work and to help the employee feel more a part of the organization. Knowledge of the greater whole can give a team member a feeling of ‘we’.

Purpose of the meeting. When sending invitations to attendees, make sure you place two items:

The purpose of the meeting, and The agenda of the meeting

Every meeting must have a clear goal and an expected outcome. Also, anyone attending a meeting must know before arrival what the purpose of the meeting is and with what result they walk away.

Corporate Meeting or Business Meeting Agenda

The agenda of a meeting is determined by the type of meeting. The labeled “type” agenda item determines how that item is treated. For example, if an agenda item is a topic that requires discussion, the outcome of the discussion is clearly stated (“outcomes” such as: getting input or opinion, brainstorming, gathering multiple perspectives, etc.) and a time-frame linked to the assigned discussion.

Corporate Meeting or Business Meeting Problem Solving

Used when change is needed or to attack a problem. The “decision-maker” or the “decision-making process” must be present and clear to resolve the problem. Indicate how long those present will treat the problem – until it is resolved? For a specific period and if it cannot be resolved, submitted, delegated, delayed?

Corporate Meeting or Business Meeting Discussion.

A group of people who discuss an idea or topic and encourage others in the discussion to an increasingly broader and more meaningful perspective.

Decision Making: To choose from previously or currently developed alternatives. It must contain the final decision maker (s).

Planning: Forward-looking problem prevention, details about a specific process or plan, or setting goals.

Report and Presenting: This can be very effective in ensuring that everyone hears the same information at the same time. However, reporting can often be abused with agenda items during a business meeting. Consider whether information can be done one-on-one or in writing or in advance so as not to waste the time of people who each have a different pace when it comes to assimilating information.

Corporate Meeting or Business Meeting Feedback or input.

When many people express their opinion or suggestions to one or more people about something that has taken place, an event that has taken place, an idea – everything that those present can give meaningful feedback or input to. State the purpose and context (why we are talking about this and how it fits in with the larger picture) to make a meaningful contribution. A facilitator is useful to stay on course and a recorder is particularly important. Specify how long the entry will be received.

Prior to a meeting, the meeting leader can guarantee success by checking the status of action items from a previous meeting and asking each meeting employee if he or she needs preparation support.

The meeting leader also prepared all handouts prior to the meeting, including an agenda for distribution during the meeting. There may be room on the agenda to add items at the last minute.

Corporate Meeting or Business Meeting Decide the list of attendees.

To say a simple fact: everyone must attend a meeting to which the meeting relates. This leads to more efficiency. However, that must be weighed against logistics (eg. Geography, difficulty in getting one Find a time slot that works for everyone) and diversity of the audience (if you have people with different levels of expertise, it is difficult to tailor a conversation to everyone).

Corporate Meeting or Business Meeting Decide the meeting format.

An efficient meeting is one where there is full responsibility for the meeting process. Efficient meetings are often conducted fairly rigidly with strict compliance with the “rules”. When the rules are lax, the meeting is about any number of tangent lines, the clarity is lost, people give comments (endlessly) or give their opinion on unimportant topics. Time well spent in a tightly guided, efficient meeting often offers plenty of time to visit, express opinions, have fun interacting or just enjoy each other’s company. Inefficient meetings that are allowed to be carried away or to process meaningless jokes often frustrate the participants and can damage the interactions.

Corporate Meeting or Business Meeting Discussion Process.

Success for communicating any agenda item that requires interaction can be improved if there is a clear process for discussion. The following process helps people focus and be on the same page. Furthermore, it results in “closure” whereby loose ends are eliminated.

For each agenda item to be discussed:

State: briefly state the topic or topic, including the type of agenda item, the goal and the expected result of the item.
Educate: explain the issues surrounding that item and why it is on the agenda. Give the purpose and context for the agenda item – the ‘why’ for the ‘what’ and how it fits into a larger context.
Discuss: within the assigned time parameter, without judgment or limits, openly discuss the item, listening to all input on the subject.
Close: closes on this agenda item by making a decision or taking a clear next step that includes a path of responsibility: “What, by whom, by when?”

The “State” and “Training” phases of this process are carried out by the person responsible for the agenda item. The “Discussing” section is led by the responsible person who enters into a discussion with all participants. The “Close” section is done by the person responsible or responsible for the agenda item. It may be that the “Close” is done by a voice or a person with authority “calls the piece.” In any case, the process ensures that the agenda item is clearly prepared, includes a broad input and participation and is then closed – without leaving loose ends.

Every item in every meeting must clearly find its reason for existence and it is “end” or “next step” closure.

Corporate Meeting or Business Meeting Follow up.

An effective meeting has a clear follow-up. At the end of the meeting, the leader summarized all the action points – each “to do” – the enlightened contract of expectations: what? By who? When?

Sometimes the meeting leader is not the person in the company who is directly responsible for the promotional item or for the person who implements the promotion item. In those cases, it is especially important to determine the responsible path. Who does the promotion, who is the person who carries out the promotional item that is accountable to? What resources does the person need to implement the promotion item? Part of the follow-up is to inform other non-attendees of matters that one of their subordinates is doing.

Another aspect of the follow-up is that the meeting leader prepares and distributes the minutes of the meeting to the participants, including members who could not be present.

Checklist meeting management

CM or BM Prior meeting:

  • Create a meeting agenda
  • Determine participants
  • Set a suitable date, time and place to hold the meeting
  • Plan space and take care of the arrangement and requirements of the space
  • Invite participants to inform them about the date and time, place, duration, objective and agenda of the business meeting.
  • Formulate a formal agenda including agenda types
  • Prepare handouts if necessary
  • Required, required equipment, obtaining refreshments, arranging or planning

Corporate or Business At the meeting:

  • Indicate the purpose of the meeting and view the time frame for the entire business meeting
  • View an example of the agenda, including the type and responsible person
  • Assign supporting roles if necessary (timekeeper, recorder, and facilitator)
  • Call for possible additions to the agenda
  • Determine who is not present and ask for voluntary “partners” to contact the absentee
  • Follow the agenda items using the following discussion process (Status, Training, Discussion, Close)
  • Review of all action items and clarification of responsibility paths
CM or BM Post Meeting:
  • Distribute meeting minutes to all members including those absent
  • Accountability officers inform about their subordinate (s) who are responsible for certain action items Ineffective meetings can lead to a significant loss of time. You help your company become more successful if you follow the best practices for a business meeting. In addition, “face time” will help to support and promote good relationships and teamwork.


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