How to Efficiently Organise A Meeting for Corporates?

 

Meetings serve the purpose of sharing ideas and establishing goals for the future. Therefore, organising a company meeting successfully requires ample preparation done in advance. It is thus imperative to understand how to organise meetings to effectively communicate information. So, in this article, we try to explore the best ways to conduct impactful business meetings:

 

 

A corp meeting should make valuable use of time, ending on a productive note that can reap fruitful results for the organisation. People often end up squandering valuable time in conducting them, but they do not always have to be a lost cause. 

 

A Corporate meeting is organised for the following reasons-

• •  Find resolutions to management issues.
• •  Collaborate and partner with other organizations. 
• •  For client and vendor meetings, mergers, and other discussions. 
• •  Review the progress of projects.
• •  Track employees’ productivity.
• •  Brainstorm ideas.
• •  Exchange information.
• •  Share valuable feedback.

.. and more

Hence, it is imperative to prepare in advance for a teams meeting. Let us explore steps that can enable us to organise it in a way that has the potential to yield maximum results:

 

Regardless of whether it is a virtual meeting or an offline one, they should be planned at an appropriate time. It is essential to understand that for meetings to be ultimately productive, they must be organised at the right time. Choose a time when all the participants are active, ensuring a healthy exchange of ideas. Morning meetings are statistically believed to be the most productive. Fresh and energetic people contribute significantly to discussions and generate innovative ideas that can help propel effective resolutions.

 

Similarly, choosing the right venue for your meetings is equally important, especially if they involve external stakeholders like clients, sponsors, partners, etc. Here are a few things to consider before narrowing down the location of such a corporate event:

• Space and layout
• Geographical location
• Accessibility and parking
• Amenities and services
• Technology (Audio-visual tools)
• Food and beverages
• Staffing

..and more.

 

 

Every company meeting should begin with a robust meeting agenda. It must detail all the critical topics that have to be discussed in order to achieve business objectives. This must be emailed to the attendees in advance alongside essential subject matters that must be addressed in the meeting. This ensures that every member has ample time to prepare their ideas and offer relevant inputs. This agenda should also be prepared in the order of priority to draw attention to the most important aspects first.

 

 

Once the agenda of the meeting is set, it is crucial to define the objectives that will be targeted. This is an essential step in planning meeting. While you are at it, deciding whether the objectives can be achieved with a face-to-face meeting or a teleconference is enough to get things done, is essential. Once this is clear, determine the information that is necessary to be exchanged in the course of the discussion. Setting objectives can therefore help-

• Convey relevant information.
• Share ideas.
• Arrive at a plausible decision.
• Solve problems.
• Forge healthy relationships with co-workers.

 

 

Designating roles and responsibilities for meeting participants is yet another effective way to make the most of your discussions. This can help participants better contribute to the discussion or understand who they have to collaborate with to achieve common goals. Assigning responsibilities can improve the efficiency and outcome of the discussion. You can assign the following roles to the participants to seek active engagement from each one of them:

• Facilitator
• Contributors
• Expert
• Approver

This stands true for all kinds of meetings, be it an annual meeting, board of directors meeting, weekly evaluation meeting, and others.

 

 

For any meeting to be fruitful, it is essential to consider the varying needs of different participants. This can be achieved by observing how each participant processes information, communicates ideas and engages in discussions. You can also include different methodologies to conduct the discussion based on the needs of the participants. For example, an audio-video presentation or slideshow to highlight key points or group together participants to collaborate and conduct group discussions, among other techniques must be employed. The meeting facilitators can also ask attendees to share their needs prior to the corp meeting for an even more productive outcome.

 

Be it seminars, conferences, or a meeting, the objective for which it is organised is extremely important. Hence, there are certain requirements that every MICE organiser needs to be mindful of, like, ease of access or location, facilities offered, content, but most importantly, cost efficiency. Furthermore, the content of every meeting should serve the objective of the event, which makes it easier to plan and create the right enthusiasm in the participants. The M.I.C.E team of MakeMyTrip can efficiently take care of all the above-mentioned factors while ensuring overall savings and offering your employees unique experiences that rejuvenate them to be more productive. So, explore more here!

 

Frequently Asked Questions (FAQs) 

Q1. Why is organising meetings important?

Ans.  Successfully organising meetings can help you plan it efficiently while sharing relevant information to achieve your goals. Good organisers like the MICE team by MakeMyTrip understand this vital aspect, assisting businesses to organise impactful meetings.

Q2. Can a teams meeting promote collaboration?

Ans. Yes, an organised meeting can effectively promote team collaboration, information sharing and an exchange of ideas.

Q3. How to decide who to invite to discussions during planning meeting?

Ans. If the goal of the discussion is to share ideas, inviting a large number of participants can help. At the same time, if the agenda is problem-solving or decision-making, a smaller group of people with valuable insight is preferable.

Q4. What is the role of a facilitator in a meeting?

Ans. A facilitator guides the discussion in a meeting, addressing every aspect of the issue.