BNI Education – How to prepare for an effective business meeting
Leading an effective meeting starts with a clear understanding of why the meeting is needed, who should be there, and what the desired outcomes are.
Business meetings are excellent opportunities to share information, formulate creative ideas and strategies, and enhance workplace morale. But achieving these results isn’t a matter of course or chance. As with any major undertaking, preparation is the key to a productive meeting. Here are a few guidelines for setting the stage for a successful meeting.
Why are we having this meeting?
Meetings are business tools. To get the business done right, use the right business tool. That’s why it’s important to ask: Is this the best way to get the job done? Can the desired results be achieved in some other way, such as a conference call or by using a video conference?
Think of the reason why BNI chapters meet every week, face to face. In our case it is the best way to get to know and trust the members of our chapter and to educate them about our businesses. But it’s in addition to the telephone calls and emails that should be going on outside our regular meetings.
Identify the Meeting Objectives
The leader should have a clear idea of the hoped-for outcome of the meeting objectives. “Discussing an issue” or “brainstorming ideas” are not specific enough objectives. Each meeting objective should have a specific, action-oriented outcome in mind. Examples of meeting objectives might include:
- To share information so that our people will be able to explain the new strategy to our customers more effectively. Very pertinent to educating our BNI sales force
- To brainstorm ideas so that we can cut costs, not jobs. Specific and action oriented
- To discuss the delivery problems so that we can improve customer satisfaction and increase job satisfaction within the shipping department. Specific and action oriented
Invite the “Right” People
Effective meeting leaders make sure they’re making the most productive use of everyone involved. Anyone who can have a direct impact on the results of the meeting should be either involved or kept involved. The boss, for example, may not need to be at the meeting, but should be kept informed of its outcome. Keep the boss informed by copying him or her on the meeting announcements and follow-up documentation.
An essential part of BNI networking meetings is our visitors, inviting the right kind of visitors is very important to the growth of the chapter. But also because it expands the circle of awareness about our businesses. Invite visitors to our meetings without having the agenda that they should join the group. It is an opportunity for them to pitch their business to 20 other like-minded people.
Help Participants Prepare for the Meeting
Sending a brief email or memo, along with any appropriate background information, is an excellent way to help participants make the most of their time during the meeting. An effective pre-meeting announcement includes the following:
For our BNI meetings we should prepare our visitors and our fellow members by making sure we email the meeting details; time, place, price – a link to ramadawarwick.co.uk perhaps.
We should also take the opportunity to brief them about relevant people who will be at the meeting, make the introductions before hand, and there won’t be any guess work on the day. e.g. If you’ve invited a florist who specialises in wedding flowers, ensure you mention that we have a great photographer John who they should meet (also remember to tell John so he is prepared).
With this announcement, there’s little question about the purpose of the meeting, the participants’ role in it, and the commitment to making everyone’s time as productive as possible.
In other words, the meeting is off to a great start before it has even begun.