The Ultimate Guide on Running an Effective Business Meeting


Do you have a business meeting coming up and wonder what the best way to make it go smoothly is?

You’re at the right place! In this article, we’ll share our ultimate tips to help you run any business meeting more effectively, negotiate more successfully, and prevent things from going off the rails.

  • Research your client

The key to success is thorough research. Get information on what your clients do, think about their weak spots, remember their achievements, and so on. This will show them that you genuinely care about people around you and that you put effort into understanding their needs. This means you’re more likely to leave a good impression.

Furthermore, knowing what you’re dealing with will help you keep it cool and gain confidence, which is crucial for presenting your case well, persuading people, or negotiating a better deal.

Lastly, it wouldn’t hurt to make a presentation or have notes that’ll guide you through the conversation, ensuring you utilize the full power of the research you’ve done.

  • You choose the venue

Location is essential when it comes to organizing a business meeting since it sets the tone for it. Furthermore, planning the location will help you avoid obstacles such as the lack of sitting space, not being able to find the right place straight away, and so on.

However, the most important thing about running successful business meetings is the familiarity with the space the meeting will happen in – the effect of “home ground.”

When you know the surroundings, you’re relieved of the stress of coming into the unknown. It might be surprising, but each time we enter a new space, we’re subconsciously switching to “alert mode.” 

  • Perfect that initial contact

First impressions are vital as they set the tone for everything that might come later. To perfect the first impression you make, make sure to look your client in the eye and give them a firm handshake. Smile and clearly and slowly say your name.

Furthermore, don’t forget to thank the other person for their time and repeat their name a few times during a conversation to show them you care about them personally.

  • Be the master of small talk

If there’s something you can’t avoid during business meetings is small talk. To make it smooth as possible and avoid uncomfortable silence, make sure to have some topics ready.

For instance, you can talk about the weather or mention some news related to your client’s industry that’s a big deal for them. You shouldn’t talk about politics and avoid complaining. Stay positive to set the right tone for your meeting.

  • Dress for success

The well-known proverb about not judging a book by its cover doesn’t apply to business meetings. The choice of our clothes tells a lot about how we want to present ourselves to others, and inappropriate attire can make us look unprofessional.

So make sure you pick your outfit right. Think about the venue, your client, what’s expected of you to decide what’s the most appropriate thing to wear.

  • Acknowledge their opinion

We can’t highlight enough the importance of active listening. As they say it – the devil is in the details – especially during business meetings, when many people feel reluctant to express their concerns.

To master the meeting and get the most out of it, make sure that you’re actively listening to other attendees and pay attention to their body language and tone of voice. Next, use those insights to make the other party feel heard and understood. When people feel like they’re listened to and understood, they’re more ready to make compromises and open up.

  • Ask for feedback, and don’t be afraid to share yours 

Don’t be afraid to give feedback. If you are a consultant of any kind, you’ve got invited to a meeting to offer your opinion and expertise, and this is what is expected of you. However, you shouldn’t forget to ask for feedback as well since this will help you the next time you find yourself in a similar situation.

  • Summarize the results and set clear expectations

Before ending the meeting, make sure you take the time to summarize all that’s been said and that everyone is on the same page. Leave room for questions, offers a run-down of the steps you’re going to undertake after the meeting and leave room for the follow-up if the initial agreement is yet to be made.

  • Think twice before making a joke

Making jokes during a business meeting is a two-edged sword. By telling a joke, you risk offending people and ruining your chances of making a deal. That said, it has been scientifically proven that laughter helps people loosen up, so if you do decide to make a joke after all, just be mindful about what you’re saying to avoid uncomfortable situations.

Final Words

Succeeding in business meetings isn’t easy, but we hope our tips have helped you prepare for your next big meeting and paved the way for business success.

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