Becoming a Good Business Meeting Host

Each business person who wants to expand his or her business, or wants to move up the corporate hierarchy in a large company must excel at hosting and conducting business meetings. This is not a mean feat, and many coaches believe it is an art in itself. No one learns this art overnight. It is necessary to be patient to become a great business meeting host.

The outward appearance of the meeting host, more specifically professional dressing goes a long way in impressing meeting attendees. Jeans and T-shirts are out of question for business meetings. The attire must be professional, meaning formal clothing such as suit, leather shoes, solid colored shirts, matching ties etc. The clothes should have a good fit, and that often necessitates going for customized tailoring instead of buying readymade clothing.

Send the meeting agenda note in advance of the meeting to allow attendees to prepare themselves before arrival. If any of the invited attendees foresees their absence from the meeting, he or she can inform the host before the meeting day. The agenda may include short biographies of speakers, if they happen to be individuals not familiar to all attendees.

Good meeting hosts ensure that they arrange suitable accommodation for meeting attendees who will arrive from a different city. Hosts also make travel arrangements to pick up such attendees from the airport to the meeting venue. This requires careful planning and must be done in consultation with a professional event manager.

Ensure that meeting props such as projectors, video players, microphones etc. work properly during the meeting. To ensure this, they get all such equipment checked in advance of the meeting.

Good hosts introduce all individuals in the meeting, starting with the most unfamiliar or prestigious individual. Take extra care to ensure that the meeting speakers do not extend their allocated time. Using non-verbal clues, they signal to the speaker if he/she exceeds time. It is important to politely smile at that moment to ensure that the speaker does not feel bad.

Good meeting hosts make frequent eye contact with people across the meeting table, without ogling, and ensure that everyone in the room gets an opportunity to air his/her views regardless of his/her seniority.

Finally, ensure that a personal assistant takes down the notes of the meeting for future circulation. The meeting notes memo is an official record of conversations that transpired during the meeting and help in formulating post-meeting next steps.

Three Basic Rules of Proper Business Meeting Etiquette

Individual behavior conveys a great deal about who you are as a person, both professionally and personally. Most of the time good common sense, allows us to know what acceptable behavior is and what it is not, especially when we are in a business meeting. Your professional demeanor or lack thereof can contribute to making or breaking a business deal and will also affect how your clients, your supervisor and your co-workers treat you in a work environment. That is why it is very important that you use proper business etiquette when attending any type of meeting.

Basic rule number one of proper etiquette is to always be punctual whenever you are going to a meeting.

If you’re able to, get there a few minutes early even better. This demonstrates to the other attendees that you care enough about the meeting to show up early and that you are an attentive participant. Be polite and shake the hand of the person who is hosting the meeting and to thank them for inviting you to participate.

Basic rule number two is that you should always be properly prepared and have everything in order for the meeting.

It is a good idea to know what the meeting is about and do some research on the topic, so that you will know in advance what is most likely going to be discussed. Bring any supporting documents and other information that will enable you to be an essential asset during the meeting. By being prepared and having researched the topic prior to the meeting you will be in a position to advise your manager and co-workers more effectively on the subject as well as being able to knowledgeably ask and answer questions regarding the subject at hand. By being properly prepared for the meeting you are demonstrating to your employer, clients and co-workers that you are well organized and focused.

Basic rule number three of proper etiquette is to be courteous and pay attention during your meeting.

You should never speak out of turn, be impatient to get your own point across or talk over those who are attempting to make a point that is different from your own. Don’t do anything else while another person is speaking during the meeting, because this exhibits a lack of interest and a lack of respect for the other person.

If it is up to you to host the meeting, you should be well prepared and give all the participants advance notice of the date, time and location of the meeting. Send e-mail invitations, as well as office memos, which will allow your co-workers time to prepare in advance. You should also inform your co-workers of the topics that will be discussed and provide them with a detailed agenda. Your meeting should have a definite start and end time so that items on the agenda can be discussed more efficiently. If you have guest speakers or presenters you should ask them how much time they will require for their presentations and schedule accordingly. This will keep the meeting moving smoothly without too much time lapse between topics. Guide the progression of the meeting by staying on track and focusing on the key points.

Above all, be diplomatic, calm and avoid arguments. As the meeting comes to an end, summarize the topics discussed and wrap up everything. If a follow-up meeting is required let the attendees know that you will inform them of the time and place. Remember that using proper business etiquette when attending any type of meeting is vital to the success of your professional career, so always put your best foot forward and mind your manners.

Business Meeting Transcription and Why Go for the Experts

Business meetings take place in all organization be it small or big. The meetings may involve the people within the organizational structure or people outside the organization who are related to or interested in the business. These meetings ensure that the organizational functions are in place and the right strategies are put in place to maximize on service delivery and productivity. Regular meetings are held to ensure that there is always continuous application of the rules, regulations and strategies by the organization.

These meetings are recorded in either video/audio. These recordings are then transferred to written documents or transcripts. This process is well known as business meeting transcription. The categories found under this process include conference call transcription, meeting transcription, interview transcription, telephone transcription etc. these transcripts are best transferred from audio to transcripts for the purpose of secure storage.

Business Meeting as it sounds is a very important part of a business and its growth. This translates to the idea of handling this service with a lot of great emphasis in professionalism, detail and accuracy. This can be fully achieved by ensuring that the staffs carrying out this kind of service has the right skill to handle this service.

Organizations have realized that to have a satisfied employee translates to having a satisfied client that eventually translates, to a more business and profits. What they are currently doing is adding value to their employees through training. The employees then realize that the employees care about them hence loyalty and the skills gained ensures quality delivery service to all it clients.

This process requires a fast turn around time. In business after analyzing all aspects of its growth potential and the necessary steps to take, then a decision to implement all these strategies is reached ASAP. The documentation is necessary for carrying out this process.

Leading the Effective Business Meeting

In daily life, sometimes we can find the business meetings which are digressive of the main point. Because of many aspects, the business meeting is not effective. Before holding any meeting, you should consider to call the meeting when the condition is critical to have the meeting. You also need to structure it well so the meeting can meet its goal.

Before holding a meeting, you should prepare some things such as the business books, flip charts, overhead projectors, personal organizers, notebook papers, spiral notebooks, slide projectors, and the transparencies.

The first thing you should do is deciding whether the meeting is important or not. It is related to the issue whether the issue is involved to the individual or the conference call. You also need to determine the person who needs to come to the meeting. It is better for you to keep the number of the attendees in small number. The main reason is having the large meeting is not as effective as having the small meeting. By this way, the discussion of the meeting can be more focused.

To make the meeting is more effective, you should set the definite starting and stopping time. During the meeting, one of the attendees should prepare the agenda. Remember to explain the purpose of the meeting. If you have many goals, you should decide which goal has the command priority. Help the attendees understand more about the meeting progress by using the visual aids like the charts, slides, and the handouts. It is better for you to begin the meeting in the designated time. You should start the meeting whether everyone is present or not.

You can start off the meeting directly to the point. You also need to allocate the time for each issue. Moving through issues will let the discussion but discouraging digression or the repetition. It is recommended for you to use the timer.

If the debate or the issue runs overtime, you need to postpone the discussion until the end of the meeting. Ensure that you cover the other issues on the agenda.