Business meetings need proper planning and preparation to assure that the objectives are met for everyone involved. Investing time in planning and making sure that all details are in place will allow the meeting to succeed. Here are some essential tips to consider when planning your next meeting.

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Determine the purpose

The first thing that you have to do is to identify the purpose of the meeting. Will you be reviewing a budget, coming up with new goals or introducing a promotion? Once you’ve determined the purpose, it will be easy to decide who needs to be invited, the size of the meeting space needed and all the other necessary elements of your preparation.

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Identify Participants

For you to have a focused and productive meeting, make sure that you only invite the key people who need to be informed about the topics and those who are authorised to make important decisions. Sending invites to each one of your employees can slow the progress of your meeting with unimportant discussions. Rather than doing this, you may encourage the attendees to just relay the important points of the meeting to their subordinates.

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Arrange Schedule and Venue

The meeting venue can help set the tone of your conference. If you are looking to have a formal meeting with top executives, a conference room will work best. But if you just want to have a nice informal meeting, you may pick a more relaxed and creative environment with funky breakout areas. Once you’ve decided which is suitable for you, choose a meeting room with a convenient location and has the equipment and facilities that you need. And then, choose a date and time that is appropriate for all those attending.

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Spread the word

Announce the schedule and the place of the meeting to all the employees involved. Consider sending a personal invitation via email in addition to a calendar invite to make sure the employee sees it. You may also copy their secretaries on the email if you are working with executives.

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Meeting day

As the individual in charge of the meeting, it is your job to ensure that everything runs smoothly. Arrive at the site early to inspect the room and to see if the things you need are in place. Make sure to follow the planned agenda to ensure that the meeting objectives are successfully carried out.

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Located in Birmingham, Nettl Business Store provides access to multiple meeting rooms that will cater to your specific requirements. For more details, please visit our office at 37A Great Charles Street Queensway, Birmingham or email us at Birmingham@nettl.com.

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