When planning an important meeting you’ll want to ensure that you are providing your guests with the most informative, efficient and engaging event possible. We’ve listed our top six steps to keep your audience engaged, ideas flowing and get the most out of your meeting:
- Make your objective clear.
Remember that you’re holding this meeting for a reason. Before sending the invitation out, ask yourself: what is it I want to accomplish? Try to ensure that your meeting is as informative as possible. Holding a meeting with an undefined purpose can prove to be an inefficient use of time for yourself and your guests.
- Consider who is invited.
Only invite those who have a reason to be there. If your meeting is centred around change, only invite those who are affected by the announcement. If it is a problem you’re trying to solve, invite those who will contribute useful information regarding solutions.
- Stick to your schedule.
Create a meeting plan and stick to it. Display your meeting timeline and agenda on a whiteboard or somewhere where others are aware. This will help keep things focused and on track.
- Be on time
Having a reputation of starting and finishing a meeting on time will only increase your attendance rate. Attendees appreciate that you understand that their time is a valuable thing. Keep your meetings duration to around an hour, this is the longest time people remain truly engaged.
- Say goodbye to technology.
Consider asking guests to put their technology, such as phones and tablets, away throughout meetings unless necessary. This will help ensure that your guests are going to engage more with the meeting and discussions.
- Follow up.
It’s always a good idea to follow up from your meeting the following day with an e-mail. This way people are clear about tasks that were given, and assigned deadlines. That way, everybody is on the same page.
There you have it, our top tips for holding a successful meeting. If you’re looking for the perfect meeting space, be sure to get in contact with The Playford, MGallery by Sofitel Our staff are experts in conference and function events and can provide you with a range of customisable packages, to make your meeting one to remember.