Corporate Meetings & Events
Planning Your Next Meeting & Events
Everyone’s goal is to hold a meeting that will produce results, begin with meeting planning. Our Goal at the Blue Bay Inn is to provide you with the tools you need to plan your next event successfully and produce results for your organization. First, identify whether other employees or organization members are needed to help you plan the meeting. Then, decide what you hope to accomplish by holding the meeting or event. Establish doable goals for your meeting. The goals you set will establish the framework for an effective meeting plan. As Stephen Covey says in the “Seven Habits of Highly Effective People, "Begin with the end in mind." Your meeting purpose will determine the meeting focus, the meeting agenda, and the meeting participants.
Understand the Type Of Meeting You Need.
First define what type of meeting or event fits your desired goals. Here are some examples of types of meeting we offer here at the Blue Bay Inn. Once you’ve developed your meeting plan, ensure that a meeting is the appropriate vehicle for accomplishing the set goals. To schedule and hold a meeting is expensive when you account for the time of the people attending. So, make efforts to determine that a meeting is the best opportunity to solve the problem, improve the process, or make an ongoing plan.
You may find that you can accomplish the meeting goals with an email discussion or by distributing and requesting information through the company newsletter. Make sure the meeting is needed and not just convenient for you – you’ll get better results from attendees.
Ensure Appropriate Participation at the Meeting
If a meeting is the appropriate means to accomplish your goals, check with the participants who must attend for the meeting to succeed. The needed attendees must be available to attend the meeting. Postpone the meeting rather than holding a meeting without critical staff members. If a delegate attends in the place of a crucial decision maker, make sure the designated staff member has the authority to make decisions – or postpone the meeting.
Distribute and Review Pre-work Prior to the Meeting
How many meetings have you attended that started out with the meeting facilitator passing out a ream of handouts or projecting a Microsoft PowerPoint slide for discussion? Frustrating? You bet. The meeting becomes a group read-in, hardly productive for goal accomplishment. You can make meetings most productive and ensure results by providing necessary pre-work in advance of the actual meeting. Providing pre-work, charts, graphs, and reading material 48 hours before a meeting affects meeting success. The more preparation time you allot, the better prepared people will be for your meeting.
Documentation that will help you achieve the meeting goals can include reports; data and charts such as competitive information, sales month-to-date, and production plans; Microsoft PowerPoint slides that illustrate key discussion points; and minutes, notes and follow-up from earlier or related meetings and projects. Pre-work distributed in a timely manner, with the serious expectation that attendees will read the pre-work before the meeting, helps ensure meeting success.