Leading
and Attending Successful Meetings
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For the Chairperson: Preparation is key
For the Chairperson: Utilize Protocol
For Participants
Social Gatherings
Making a Good Impression
How to Work a Room
Handouts and Visual Aids
Some Items to Include in your Handout
We've
all been there. Trapped in the conference room listening to people who
seem to be there only to hear themselves talk. Could you have escaped,
you probably could have prevented the problem being discussed before the
conference room clears out.
Even in the age of conference calls and e-mail correspondence, meetings
are till very much a part of life in the business world. Take heart! It
is possible to enjoy productive meetings by thoughtful and thorough planning
on the part of all attending.
Successful Meetings magazine recently surveyed over 650 executives
to identify reasons why some meetings are effective and others are not.
Ninety-seven percent of respondents cited a succinct, solid agenda as
the best way to ensure a successful meeting. Up-to-date presentation technology
and strong audience participation were also mentioned.
Conversely, the most effective saboteurs mentioned were poor presentation
technology, a wayward agenda and not sticking to the schedule.
From preparation to presentation and beyond, we offer some tips for effective
meetings:
For the Chairperson: Preparation is key.
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Keep in mind that people are at their best in the morning and at
 their
worst on Friday afternoons before a holiday.
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Hold a meeting, not a lecture. Get the audience involved.
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Have an agenda arranged by priority of issues.
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Distribute the agenda before the meeting. This gives participants
opportunity to review the material and come to the meeting ready to
contribute.
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Reserve the conference room, test the projector, count the chairs
and make more than enough copies of materials for everyone.
For the Chairperson: Utilize Protocol
-
 Regardless
of the seniority of the participants, remember that this is your meeting.
Conduct the meeting tactfully, and with authority.
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Don't forget the importance of good manners. Introduce those who
have not yet met. This courtesy is especially important if some are
attending by conference call.
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Start the meeting on time. This shows respect and appreciation for
those who exercised the foresight to arrive on time.
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End the meeting on time. Even if the entire agenda was not covered,
you will have already covered the most important issues because it
was arranged by priority.
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Keep your meeting brief and focused. The participants will thank
you for it.
For Participants:
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Read the agenda before the meeting, making note of your questions
and comments. Bring it with you to the meeting.
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Arrive early and introduce yourself to others. If you are from outside
the company, hand out your business card before the meeting begins.
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Unless seating is already pre-arranged, the hierarchy of seating
goes from the left of the chairperson to the right.
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It should be unnecessary to mention that you should sit up straight,
not shuffle papers, doodle or fidget. Clean up after yourself.
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Shake hands with and thank the chairperson as you leave. If you are
from outside the company shake hands with the other participants.
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It may be appropriate to send a note of thanks to the chairperson
and the person who invited you.
Social Gatherings:
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A work-related "social" event is still business. Even the non-mandatory
occasions can be a great opportunity to further your career.
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Don't leave the party unnoticed.
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As with a formal meeting, have your own agenda.
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Do your "homework" beforehand. Find out:
1. Who is the sponsor? Take the opportunity to express your gratitude
for the invitation.
2. Who will attend? Identify your clients and greet them when they arrive.
3. If you are attending as an invited client, attempt to meet as many
of the other guests as possible to identify competition or make a connection.
4. Prepare for and research what may be discussed professionally and socially.
Make a Good Impression 
Because the human eye notices movement and change, you can be sure that
your entrance into the room will be noticed. They key to making a good
impression upon entrance is to act as if you belong there. Show your self-confidence
by walking into the room smoothly keeping good posture. Pause briefly
to spot key persons and allow others to notice your arrival.
How to "Work a Room"
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At a small gathering, attempt to shake hands with everyone. For meetings
with a larger attendance, focus on key people with the intent that
every one of them knows your name when they leave.
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Approach a party of three or more. If you come upon two persons deep
in conversation you only have two choices, to be rude and interrupt,
or feel awkward as you wait for an opportunity to speak.
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To become part of a conversation already in progress, a polite question
such as, "Excuse me, may I introduce myself?" is perfectly acceptable
and effective.
Make Good Use of Handouts and Visual Aids
 Many
participants respond well to visual aids in presentations. Clearly labeled,
colorful illustrations can pull a meeting together. Also keep in mind
that no matter how polished your presentation or effective your speaking,
your audience will not remember all the information you provide; send
them on their way with an effective handout.
Some items to include in your handout might be:
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Hard copies of transparencies or other visual aids.
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A brief outline of topics covered in the meeting, with room to allow
note taking or to pass on to those who could not attend the meeting.
This would be provided in addition to the agenda that is merely a
listing of action items to be dealt with.
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Feedback sheets to evaluate the meeting or presentation
Whether you are the chairperson or an attendee, accept responsibility
for creating a successful meeting. Do your part by thorough preparation
and active participation and you may bring about the end of the dreaded
ineffective business meeting. Your co-workers will thank you for it.
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