How to lead successful business meetings

Any businessman knows that planning a business meeting is about team work that may bring along much more than just gathering face-to-face and present a project. If you don’t make a good impression at the first business meeting, you could lose a potential new supporter or crucial business partnership. Managing an image and keeping up with common business fundamentals is a skill that all small business entrepreneurs should master to lead and run successful business meetings; regardless the market.  The ambiance and design of your meeting room plays a crucial role in order to create a bound with your attendants; it influences emotions and human behavior greatly.

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A situation in which you let yourself see disorganized and aimless about what you are presenting can be catastrophic. You must have always in mind that a meeting should be planned days, even weeks before, this is not a high school project presentation anymore; you’re dealing with business people who their opinions are extremely valuable in your project launching and do not want to waste time in what can seem to them an unproductive meeting. This is why you must banish the idea that a meeting occurs within the room.

The following aspects will help you master a successful business meeting:

1. PUNCTUALITY

Punctuality is a basic aspect in whatever you are into. By being punctual in your business meeting, your attendants will catch from the moment you start the meeting that you are a person in which they can entrust their time. Tardiness speaks for itself; it follows easily little or no organization of your time therefore you are subtracting points with your potential backers.

2. COMMUNICATION IS WHOLE

As you communicate, they perceive you. You would want them to leave the business meeting with the best impression of you, which is why you should always communicate bluntly, go straight to the point in order to avoid confusion. Your words can be powerful in a business meeting and are able to change your attendants’ point of view in matter of seconds.

Powerful phrases:

  • I want to be completely transparent to you…
  • We go forward…
  • There is always a solution…
  • That’s a good idea you brought out…
  • Consider it done…

Remember that you have to accompany your voice with body language. Make eye contact with your audience and establish a bond with them.

3. SET A FRIENDLY MOOD

Considering the amount of time they would be listening to what you are presenting it is optimal that they don’t lose themselves within the meeting. It is never a bad idea to set the mood from the very beginning and create a friendly twist to let them engage with you. Apply new techniques in your presentation to relieve stress, like giving them fun facts about your topic, do some brain exercises inbetween breaks, the chance to speak their minds and share a personal example, put some music at a moderate level on the meeting break; playing the right kind of tunes at your meeting can increase your attendants attention.

4. CLOSE NATURALLY

As your business meeting comes to an end try to avoid awkward silent moments by always knowing what to say. If you end a conversation successfully, it will improve each and every interaction you have, ultimately creating impact. Last impressions can powerfully turn a meeting into a business trade making your assistants leave with a meaningful perception of you.

You may be interested on Right ways to end a meeting

Powerful phrases:

  • Well, I think this has been a productive meeting…
  • Again, I want to thank you all for taking time out of your busy schedules to be here today.
  • I appreciate your time. Is there anything I can do for you before we move on?
  • I will be sending to your e-mail the most important aspects of this presentation…

The business meeting is over; you’ve made it through very well. Following comes the time where everyone can socialize with each other easily; even the handshake seems to feel a little lighter and friendlier, right?

We can help you achieve successful business meetings 

At City Desk we own fully equipped meeting rooms that can adequate to your next meeting or event. We put a lot of effort into achieving that you and your business partners feel engaged in a professional and comfortable environment. Our facilities are able to provide a pleasant experience either within any meeting.