How to Conduct a Business Meeting

by Pat Fontana

Overview

Business meetings give employees a chance to discuss issues relevant to their jobs and managers an opportunity to provide new information or updates to workers. A properly run business meeting can be time-efficient and effective in communicating important topics across diverse groups. Proper preparation and discipline during the meeting are essential.

Step 1

Prior to the meeting date, create an agenda of topics to be discussed. Include the start time, approximate meeting length, location and invited/expected participants.
Step 2

Distribute the meeting agenda, as a hard copy via regular/interoffice mail or electronically via e-mail, three to four days prior to the meeting date. For participants outside the immediate location, allow adequate time for agendas to arrive at their office.
Step 3

Include a cover memo or e-mail message with the agenda, soliciting feedback and suggestions on the topics listed. Set a deadline for submitting comments and new topics of no later than 24 hours prior to the meeting. Revise the agenda and redistribute to attendees.
Step 4

Start the meeting at the designated time. Distribute the revised agenda, reminding attendees of the topics and the approximate time to be spent on each. Do not wait for late attendees to begin discussing the first topic on the agenda.
Step 5

Adhere to the agenda. Focus the discussion on the topics listed. On a flip chart, write notes or topics that will need further discussion outside the current meeting.
Step 6

End the meeting on time.
Step 7

Follow up no later than two to three days after the meeting date with meeting notes distributed to all participants.

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Flip chart Marker Agenda paper
Flip chart
Marker
Agenda paper
Regardless of distractions or latecomers, adhere to the agenda topics and time lines, to maximize the efficiency of the meeting.
Regardless of distractions or latecomers, adhere to the agenda topics and time lines, to maximize the efficiency of the meeting.
Do not allow sideline conversations to start between participants. All conversations in a business meeting should be relevant to the topics and shared openly.
Do not allow sideline conversations to start between participants. All conversations in a business meeting should be relevant to the topics and shared openly.

References & Resources