How to Plan a Corporate Meeting

If you're responsible for planning a corporate meeting, use the task as an opportunity to shine. Meeting planning takes preparation and organization, which are two things valued in any workplace. Show your boss what you can do by planning a meeting that runs smoothly from start to finish. Here are some tips to help you make the most of meeting planning:

Look the Part

Demonstrate your professionalism by making sure you're properly outfitted for work. Custom professional business attire shows that you're ready for business, so dress for success. Even if you keep it relatively casual most of the time, a corporate meeting is a time when you want to make a good impression. Consider wearing a pair of black, navy, or khaki slacks with a button-up shirt; you could add a blazer on top for a refined look. Businesslike apparel also makes you feel more confident and in charge, so you'll be in the right mindset to plan a meeting that gets positive results.

Define the Purpose

Once you've chosen proper meeting apparel, consider why you're planning a meeting in the first place. A clear mission statement defining the gathering's purpose is a must, and it should be written out in-depth before you even make an invitee list. You don't have to get fancy with planning at this point—simply write a short statement that describes why you're holding a meeting; for example, it might be to discuss last quarter's sales figures or discuss how to reduce company waste. The notes you take now can help you when you're doing more in-depth planning.

Choosing Who to Invite

Now that your custom business workwear is planned and your meeting purpose is clearly defined, it's time to make a list of the meeting invitees. This is something you can do on paper or on a spreadsheet. Think about who most needs to attend the meeting. If there are people about whom you're on the fence, put a star beside their name and come back to them later. It's important to invite only the necessary individuals to prevent depleting the company's workforce during meeting hours. If there are people you want to keep in the loop, you can always copy them on the meeting minutes or send them a summary.

Plan an Agenda

The meeting agenda is basically an outline of what will be discussed. It's customary to specify what time and in what order issues will be addressed. However, you can often bend the rules in a casual workplace setting. The agenda could be detailed down to the minute, or it could be a simple note stating what the meeting is about and its start and end times.

You can use one of the custom company notebooks from Lands' End Business to create a rough draft of the meeting agenda. Once you're satisfied with the contents, create an official agenda using your favorite word processing software. Type the title of the meeting at the top of the page in a large font, then include all the important meeting details below in a smaller font. For most business correspondence, a 12-point Times New Roman or Calibri does nicely.

Consider Delegating Tasks

If you're coordinating a detailed meeting with lots of attendees, think about delegating some of the tasks. For example, you could choose an assistant to record meeting minutes or to capture audio or video of the meeting. If you're busy preparing a presentation, have someone help you with the administrative tasks related to meeting planning, such as sending out invites. Keeping a record of who attends the meeting is also an important part of organization.

Book and Prep Your Meeting Space

There are lots of options when it comes to choosing a meeting location. If there's a meeting space at your office, you could hold the meeting there. However, selecting a location outside of work can create a relaxed vibe that makes meeting attendees more at ease and receptive. You could book a banquet area at your favorite restaurant and serve appetizers after the meeting. If you're hosting a morning get-together, book a space at a local cafe and treat the team to coffee and doughnuts. It's a good idea to book your meeting space a few weeks ahead of time, if possible. Gift the meeting location owner with promotional pens or other branded items to say thanks.

Practice Ahead of Time

If you're the one hosting the meeting, it's important to rehearse ahead of time. Even if you plan to improvise as you go, having a rough outline of what you want to say can help you sound more prepared and professional. Performing a quick run-through with an associate or in front of the mirror can also help you exude more confidence.

Thank the Attendees

After the meeting has concluded, make sure to thank the attendees for their time. You could even gift the attendees with custom mugs or other small items branded with your business name as a way to say thank you. With a little preparation, you can plan a meeting that gets results and showcases your strong points as an organizer.