How to involve the best mind - ways to plan your meeting
A structured systematic process flow that defines the target and scope of your business is a business strategy. In it, apart from operational aspects, marketing strategy forms the core part.
We will in this article, try to see how effective meeting planning can contribute to effective marketing strategy. But first, let us ask why are meetings required for framing a strategy? The answer is because, even if you run a home-based business, you may need to seek ideas from associates or friends to know whether or not you are on right track in marketing your business. However simple this question may seem, the answer is not easy to get. A phone call or a series of mails will also not be sufficient to discuss and criticize your marketing effort. Hence, meeting with the concerned person is the best solution. To have the desired outcome from the meeting, we must follow a structured process and that is what effective meeting planning.
To obtain the most from a meeting, you need to have an effective meeting planning
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Fix an agenda
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Prepare a list of the persons whom you would like to see in the meeting (the list should consist of the persons, only who can contribute to the purpose of the meeting)
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Seek time convenience from the participants
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Prepare some handouts or any other writing material which if with the participants, they can come prepared
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The writing material should contain items, which needs immediate attention and in relevance to the agenda. It should also contain what each participant is expected to do or say in the meeting.
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Most important is set a time limit to end the meeting. If you think it's going to take long, make a provision for a short break. During the break, if you are a facilitator to the meeting, then encourage one-to-one small talk to let participants feel that their contribution is noticed and welcome.
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Do not allow participants to talk beyond time limits or get off track.
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An effective meeting planning requires practice. Hence, if you feel that an experienced person in your organization can conduct the meeting more effectively, then put aside your ego for the sake of results.
If meeting require conference, then:
A meeting may require holding of a conference. It can be telephonic or physical. You can arrange for a videoconference also. The visual effect puts each of the participants at ease. To have an effective meeting planning for a conference, these things should be properly managed.
1. Hotel booking for participants, including conference hall booking.
2. Services like, refreshments, emergency provision, extra telephones, and rental cars should be arranged before hand.
3. Time management for arrival and departure of guests
4. In some cases, companies offer promotional gift items to delegates that should be gifted with a note of personal thanking letters.
5. Always maintain a touch with the participants after the meeting is over and till they reach their destinations safely. Remember you are creating a company image.
Meeting for Marketing
Every meeting must state emphatically what you wish to accomplish and what you require from the participant in the next meeting, or in the next step of project. Effective meeting planning is only effective, when you get the work done. In case of a marketing strategy fixation, this is all the more important since at the end of an effective meeting you may see that ideas and methods were laid before you to reach your target customers.
The following flowcharts will give you an idea of various stages which an effective meeting planning see for marketing strategy fixation:
The above is a division of a series of meetings for strategy fixation for marketing. Strategy fixation can take a greater or lesser number of meetings depending on your business and requirements. But, you can be sure that in the first meeting, you will not come up with an idea to turn you into an overnight Bill Gates.
Constant and systematic steps should be followed. Effective meeting planning is thus required, and to yield best result you must always seek from each participant what he or she required to do or is expected to do. This will save time.
The first few meetings will not likely yield a clear cut strategy but it will provide you with valuable thoughts and insights. This needs to be weighted against, market practices and cost effectiveness. Meetings will see different ideas that need to be weighted against other marketing strategies. Thoughts, actions and decisions make for effective meeting planning.
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