The mark of a successful meeting is that it runs so flawlessly it seems effortless to attendees. As we in the trade know, however, there is a lot of work that goes into making it look easy. Most of this happens behind the scenes and at least 90 percent of the work it takes to conduct a successful corporate meeting is executed in the upfront planning stage. For the meeting to go off without a hitch, it's essential that all of the logistical details are in place—including the people, rooms, equipment, and the agenda.
Following are six tips for creating an effective corporate meeting:
1. Ensure that the right people attend. In an environment where executive schedules are packed, meetings overlap, and employees are spread out geographically, it's not easy to guarantee attendance at a meeting. Yet the effectiveness of a meeting is diminished if key people are missing. How many times have important decisions been shelved because the decision-maker was not available, or a significant piece of information was missing because one employee was unable to attend? But the advent of collaborative scheduling software has made it possible for individuals to share their calendars across an organization, identify the key meeting leaders and participants, and determine their availability—regardless of whether they are located in corporate headquarters or in regional offices around the globe. Before scheduling a time, you can also view other meetings to make sure there are no conflicts.
2. Craft a succinct, compelling agenda with timelines. An agenda that communicates the specific significance of the meeting will help generate interest and boost attendance. The agenda also should set expectations on what will be covered at the meeting and what is expected of attendees. If a meeting is planned a few months in advance, you can send a rough agenda to prepare attendees' expectations and then follow it up with a more detailed agenda approximately one week prior to the meeting. Be sure to distribute relevant background materials for the participants to review in advance.
3. Select the right space. Often you know the number of people you need to host in each location, but you're not sure of the layout of the meeting room or how many people the room will hold. This is particularly true when you're setting up meetings at one location for employees coming from other offices, or if you have a large number of rooms from which to choose. In addition to selecting the right room to fit your needs, you need to be aware of setup requirements. Room setups can change frequently since many organizations are utilizing one space in different ways in order to manage costs. One day, a room might be set up classroom style, while the next it might be used for a banquet. Select a room with a capacity large enough to accommodate all the attendees in whichever style and communicate the necessary room setup requirements and schedules to the facility staff to avoid surprises at the meeting.
4. Avoid double bookings. It's important to use a scheduling method that guarantees the room you have reserved is not available for another group to use. There is nothing more awkward than thinking you have a room reserved and entering it when another meeting is already in progress. Again, communicating with facility staff will help you secure exclusive access to your meeting rooms.
5. Coordinate with catering. Once you've selected a room, inform your vendors of the meeting time and location, as well as the time you want them on site to prepare. If you're planning to have food delivered, contact attendees in advance to determine their selections and then send the requests to your catering vendor.
6. Determine technology requirements. Most large organizations today rely on phone bridges, Web conferencing, video conferencing, and other technologies to connect people in several locations. Whether you are setting up a phone bridge for voice communications or a Web conference for a slide presentation or product demonstration, you need to make sure all of the rooms are equipped with the proper technology and support staff. It's not unusual to have the technology in place only to realize that you are missing a cable, for instance. Submit your audiovisual requests to the facility staffers several days in advance and double-check with them to make sure that all the components are in place. For the most important meetings, you should schedule a dry run to make sure all systems are running smoothly.
Many logistics are involved when setting up a corporate meeting. By planning carefully in advance with all parties involved, double- and triple- checking the details, and using software to streamline the coordination of people, rooms, and technology, you can create a successful meeting that appears effortless.