Being Prepared For A Meeting
Like it or not, your performance in meetings plays an important role in your mobility within your company. Whether they be meetings with clients or with coworkers, your ability to distinguish yourself among your peers will be a key factor in accomplishing your career goals. Thus, it is of the utmost importance that you come prepared to a meeting.
How To Prepare
1. Stay organized. Often your preparation for your next meeting begins with following up after your last. Keep a three ring binder dedicated to the particular client or project about which the meeting is held. After your meeting is over, jot down a few notes, including a to-do list and any brainstorming that may be of help. If you have all of your pertinent materials centrally located, it is much easier to look over your notes before your next meeting. Also, during your meeting you will have what was discussed at your last gathering at your disposal, which will impress your clients and your boss.
2. Review the names of important people. Business is networking. Forgetting a client’s name negatively impacts their impression of you. Keep record of the names of important people, including a few tidbits about each one so you can better connect with them. Review your information on these important people before every meeting, and keep adding to your notes.
3. Review the names of important concepts. Every client and every project has unique needs. Familiarize yourself with such customization before each meeting.
4. Prepare yourself physically. It may sound too obvious to be worth mentioning, but it is important that you are physically ready for your meeting. If you go in on an empty stomach, you may be distracted and have trouble focusing. If you go in after having overeaten, you will be even more uncomfortable. If you just had the onion rings, pack some tic tacs. If it’s cold outside and you had to wear a hat, make sure you have enough time to comb your hair. Little things matter.
What To Bring
1. Meeting Bag. It is helpful to keep a small bag or briefcase devoted to the meetings that you attend. Keep generic things in it that you will need at any meeting, such as pens, paper, highlighters, calculator, calendar and business cards. Make sure you leave room though, for your three ring binder or folder devoted to the project or client that you are meeting about. Be sure to leave unneeded binders and folders at your desk so you can stay organized. If you are in an office setting where you need an id badge to navigate around campus, consider attaching your badge to your meeting bag with a badge holder. You can attach it to a badge reel that will allow you to scan your id while still allowing your badge holder to be fastened to your bag. If you prefer, you could always attach your badge to a lanyard instead, and still use a badge reel to scan your card as you make your way to your meeting.
2. Nothing Extra! Don’t clutter up the conference room or dining table with unrelated items. If you are going to the gym after the meeting, leave your gym bag back at your office or outside the room in the hall. Coworkers, bosses, and clients don’t want to work around your stuff.
3. A Good Attitude. Meetings can become draining. However, that is why it is particularly winsome to maintain a professional work ethic and a positive attitude. You will certainly distinguish yourself among your peers if you stay positive and encourage the others at your meeting.
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