Holding a highly informative, well-attended and properly organized meeting can be a lot more work than one might think. In order to accomplish the holding of the perfect meeting, there are several key elements that need to be incorporated. Keep reading to find out what you can do to make your next meeting a highly successful one.
First and foremost, those who attend your meeting will make or break the success of it. If the correct people aren’t in attendance, you can give the most solid presentation, but the effects of it won’t be as profound. Make sure to invite, schedule or coordinate with the most influential people who can help to move your idea or agenda along properly. Call ahead to confirm the date, time and location with each attendee one day in advance. If there is a scheduling issue, do your best to resolve it.
Secondly, holding the attention and focus of each of those attendees is crucial. Your presentation must be engaging, but you must also eliminate any and all distractions. If you will be serving a meal for your meeting, have it ahead of time, during a break, or at the conclusion to avoid possible interruptions, noises or smells that could take the focus off of what you are saying.
Make your presentation interesting. If you need help with this, ask for help from a trusted friend or co-worker. Run through your entire pitch, speech or presentation in order to get their feedback. Were they engaged? Did they understand what you were saying? Ask for honest criticism. Make any necessary changes.
When possible, use visuals. Many people retain information in different ways. For some, audio works well. For others, they need something visual to remind them of what was said. Still, others will need to physically participate in some way in order to retain the information. Consider some sort of hands-on portion to your presentation.
In conclusion, there are many different elements to the perfect meeting. If any one of them is off or missing, you could end up with a disaster. But when they all come together, you have the recipe for a perfect meeting; well attended, informative, and most importantly, it brings about the results you were hoping for. So take the time to research your venue, schedule the event for those most important to attend, plan out the timeline of your meeting, and include as many different elements to your presentation as possible.