The last thing you want is to create tedious business meetings that leave attendees bored out of their minds. Whether you are trying to win a new client contract, or update important stakeholders of business events, hosting a good, and engaging business meeting is vital. The better you can prepare, and anticipate the needs of your participants, the more likely you are to achieve your desired outcome.
Here are some tips to help you host a high-end business meeting that will keep all participants satisfied and engaged.
#1 Create a purpose and a clear agenda
Every meeting should have a clear intention and goal that is shared with the participants beforehand. This will help them prepare, but also help you prepare the correct equipment and materials for the meeting, to keep it focused and on track. This information should be compiled into a clear agenda, which should be reiterated at the beginning of the meeting, to ensure that everyone is on the same page and more motivated to participate.
#2 Bring something unique to the table
You have to remember that some people spend the majority of their day in business meetings, and may not be best pleased, or completely focused when they have another one added to their calendar. Therefore, you need to give them a reason to stay engaged and focused in your meeting, to help reduce distractions and the urge to check their phone, send some quick emails, or take a quick snooze. Make sure you consider the tone of the meeting that you have set, and the participants attending. You want to make it fun, make people more comfortable and crack a few smiles, not make them uncomfortable. If appropriate, you could consider incorporating relevant tasks, or even fun games during the meeting, for example, creating a word of the day that has to be snuck into sentences, or moving items without other participants seeing you. Think outside the box and get creative.
#3 Go above and beyond for your participants
Providing information to your participants and keeping them engaged should be a standard part of planning a meeting. What you should also consider is how you can go above and beyond for your participants. This can be with small details and gestures in the room, such as finding a unique space to host the meeting, a charging station rental so they can charge their devices, or renting iPads to be used to interact with tasks. Alternatively, you can prepare a luxury coffee and food spread for participants to enjoy before, during, and after. This can not only help energy levels throughout the day but also provides a nice touch that is not always provided in a typical business meeting.
Bringing value to meetings in a different way than usual can benefit both your business, and the participants, as you catch people off guard, increase intrigue and engagement, and help you to get more from your participants. It can also go a long way to impressing important clients and stakeholders.