What no one tells you about successful meetings

Two people's hands on a table littered with meeting items such as tablets, notebooks, etc.

A lot goes into making a meeting successful, not only for you, but for all participants. What no one tells you is that everything from picking the right location to inviting the right guests can determine the efficiency and efficacy of your session.

If you follow these tips, you can be sure that you accomplish more than ever before in your next business meeting:

Preparation

The first step should go without saying. You can’t walk into your meeting with zero preparation and expect it to go well. Pick a location that is both convenient and professional in which to set your meeting. Meeting room rentals help simplify this stage of the planning due to thousands of conference rooms available in key business locations all across the world that are fully-equipped with the latest technology and business services, such as internet access, presentation tools, and audio/video conferencing.

Next, create a list of essential guests. Invite anyone who can offer helpful insight or expertise necessary to keep things moving smoothly. 

Organize an agenda

Agendas keep everyone on track, allowing for organization and progress.  Create an outline of tasks and talking points that demand the most attention and estimate how much time you should spend on each action item. Try to stick to this agenda as much as possible, though you should definitely expect changes to occur on the fly, but those should only be allowed if they are non-tangential and will benefit the majority of attendees.

Send action items beforehand

After you create an outline of your agenda, compose a comprehensible document detailing each of those action items. To ensure your meeting stays on track, this outline should be shared with all attendees beforehand, long enough in advance for them to review and prepare to discuss what is relevant.

Hold meetings in comfortable and convenient locations

Nothing is more disruptive to a meeting than late arrivals or uncomfortable spaces. Holding a meeting in an easy-to-find location, preferably in the business heart of a major city, will make attendees more likely to arrive on time. At Davinci Meeting Rooms, not only are the locations easy to get to, there are also lobby greeters on site to point them in the right direction. Additionally, their rooms are spacious and comfortable, with a professional meeting room setup to accommodate all of your guests.

Begin and conclude the meeting on time

In the event that a guest has not arrived, unless their presence is paramount, you should still begin the meeting on time. It is as unprofessional to keep the punctual attendees waiting as it is to show up late. Once a guest is late, there is no saying when or if they will arrive. Begin at the arranged time with the prepared agenda, and follow it to make sure that you wrap up on time. Your guests may have somewhere else to be afterwards, and it is impolite to keep them later than you had intended. Cover all action items in the time you have allotted.

Follow up with an email

Lastly, after the meeting has concluded, follow up with an email containing meeting highlights and next steps. This way, everyone has a copy of a summary of what was discussed and documentation of the next course of action to continue productivity long after the meeting is over. 

This also opens up a new channel of communication that gives attendees an opportunity to ask any lingering questions or clarify information imparted in your email.

Holding a successful meeting doesn’t have to be difficult. With proper organization and helpful services provided by meeting room rentals, you can quickly and thoroughly prepare for a highly productive session.

What are your tips for successful meetings? Share in the comments below.

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Coco Quillen

Coco Quillen

Coco is the Vice President of Operations at Davinci Meeting Rooms. She manages the strategic development and operational implementation of services for Davinci. She works closely with all teams to ensure customers are well taken care of. Google