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TIPS FOR SUCCESSFUL MEETINGS

Successful business meetings are conducted with courtesy and respect. Simple techniques and a little extra attention can make everyone feel more comfortable. Taking the time to put people at ease, evaluating the needs of others, and a little advance planning will make for successful meetings for all participants.

• Time: Have a timetable and stick to it.
• Introductions: With small groups (less than 20) offer a chance for self-introductions. With larger groups provide name tags.
• Room Orientation: Position the speaker at the front with the door at the back. If coffee or water is provided, have it at the back so as not to be a distraction. Provide name tent cards for small groups to provide an easy way for the speaker to interact with the individuals.
• Seating: Horsehoe design provides easy interaction for all participants. Another alternative is V-design with tables on either side of an opening down the middle.. Provide tables for writing if room is large enough.
• Meeting Materials: Provide pen and paper to all participants. If other handouts are available, provide at beginning of meeting to save time during meeting.
• Speaking during the Meeting: In large groups have a set time for questions and have the participant state his name and title before his question. Smaller groups allow open questions at any time.
• Noise: Keep noise to a minimum. Control unwanted side-discussion and outside noise.
• Visual Aids: Verbally describe any videos, charts, or overheads shown. If possible, provide a copy of the slides, charts, or overheads to participants before the meeting to allow them to follow along with the presentation.
• After the Meeting: Ensure speaker's contact information is available. Be sure no belongings are left behind.

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