Business Meetings Online – Catch the Wave of the Future

Are you new to business meetings online? If so, you need to get with the program! Holding business meetings online is becoming an accepted, even encouraged, practice in today’s enterprise. Hosting or attending business meetings online is an essential component of business communications.

Today’s online meetings are collaborative affairs. You can share applications and documents, send messages, and even work on the whiteboard. Online meetings are definitely revolutionizing the way people interact. No longer just a business tool, you’ll find religious groups, addiction support groups, and civic groups meeting online.

Several web sites have emerged that allow participants of online business meetings to exchange graphic files and images while eliminating the need for a video cam or web cam. An added bonus is there is no need for you and/or your meeting partners to download cumbersome software before the meeting.

Business meetings online, used appropriately, can save small business owners, and their clients, time and money. Note that I’m not advocating using an online meeting to cold-call or prospect with. First time meetings with potential clients are probably still best held face-to-face. But a follow-up meeting to answer questions? Definitely think about doing it online. Where a phone conference is a “tell” method of selling, the online meeting takes it to the “show-and-tell “method.

Other solid benefits of online business meetings are reduced expenses, higher productivity and increased time. These are mainly accomplished by eliminating travel time and expense. Rather than have the meeting attendees gather in one physical location, the World Wide Web is used to create a virtual meeting place that can be accessed with the proper login credentials.

Online meetings are a secure way to interact with your clients, business partners and team members. This makes them ideal for sales pitches, performance reporting or providing training for other members of your organization. Online meetings make audio communication possible by using VoIP (voice over IP) applications.

Online meetings are idea for organizing small impromptu meetings of fewer than 8 participants. This particularly benefits small businesses where interactions tend to be spur-of-the-moment and include fewer participants than in larger companies.

Running Business Meetings

Business meetings may involve just a few individuals, or at times, many people. Not everybody is born with the talent to address so many people, especially when the object is to promote an idea or product or explain some financial statement. It may involve the takeover of a business, starting of new business, or negotiations of a deal. It may be called to obtain the approval of shareholders to sell assets of the company, or raise share capital. It may be necessary to consult experts or partners on any business matter, or plan how to deploy surplus monies on hand.

Even briefing meetings and brainstorming meetings for coming out of any crisis can be classified as business meetings. Periodical review of productivity, marketing, and financial liabilities, etc., are all part and parcel of business meetings, as are pitch sessions. Likewise, meetings where personnel requirements, and other issues related to personnel are discussed also qualify as business meetings. In addition to these, there might be creditors, and debtors meetings.

Based on the type of business that is to be conducted, meetings may be classified as conferences, seminars, board meetings, annual general meetings, extraordinary general meetings, creditors, meetings, debtors meeting and sales meetings.

Any business meeting should be conducted with a predefined agenda. This is absolutely essential otherwise the matters that are discussed at the meeting may end up completely overshadowing the important matters that need to be resolved immediately. The agenda may be accompanied by some documents providing details and explanations on various items in the agenda. This enables the recipients to mull over the contents, and come up with their input on the matter.

A reasonable notice needs to be given so that no stakeholder feels excluded from the meeting. The time and venue of the meeting too needs to be clearly defined in such notice.

There are legal provisions for calling shareholders meetings, and board meetings. When the meeting involves just a few individuals, like a board meeting, then such notice may be given verbally. But it is always advisable to have documentary evidence, or an email to prove that the meeting was called, and reasonable notice was given.

Since one discussion can lead to another and the meetings can end up nowhere, it is always better to conclude matters that can be resolved quickly first, and keep complex matters that require extensive discussions for later part of the meeting. For ensuring this, there has to be somebody who conducts the meeting, and opens each item for discussion and resolution. It is the responsibility of this person to ensure that the matters discussed do not deviate from what is stated in the notice or agenda. The person leading the meeting needs to ensure that any new matters if made are duly noted so that another meeting may be called, and opinions of all concerned on the matter can be obtained.

Another problem with large gathering is that people tend to repeat the same questions or the same opinions. The person conducting the meeting needs to ensure that this is minimized, as everybody’s time is valuable. Using a timer helps.

Catering for Business Meetings

Many organizations these days ask help from one another in implementing some of their projects. That’s why partner firms will meet with one another to talk about many choices and issues pertaining to their companies. Business meetings could take several hours or even a day or two before company officials decide on essential matters. On this note, it is crucial that you invest in catering that will please your clients. Good catering for business meetings can help build good relationships with your clients and suppliers.

Just like organizing any event, catering for meetings is rarely an easy task. A lot of things must be put into perspective. Such things that should be taken into consideration are the number of guests, their location, drinks and food to be offered, location of the venue, venue set-up and of course, the company’s budget. Smooth running meetings can take place when all things are evaluated. It is therefore important to follow these rules when catering for business meetings:

  1. Number of guests. When catering for business meetings it is extremely vital that you take note of the number of people that will be participating in the meeting. Determining whether a small-group or a large-group will come to the meeting can help you look for venues that can fit all these people and also help you plan the menu.
  2. Budget. Catering for business meetings may be quite pricey. That’s why it is crucial that you request for a budget that will be able to accommodate the needs of your expected number of guests. It is also essential that you spend this budget wisely on things that can make your business meeting a good one.
  3. Location and time. Knowing the location is crucial as some of your expected guests may not be able to come if you choose a location that is too far from their offices. For the venue of the meeting, this could range from a small conference room in your company office or a more spacious function room at some hotel. Therefore, the venue size will depend on your number of guests. Also, knowing the time of your business meeting will help you with the catering preparation.
  4. Food and drinks to be served. It is very important to have a well-planned menu when catering for business meetings, so knowing the number of guests to avoid shortage in food and drinks is critical. Also, there should be a variety of food and drinks so that your guests will have a lot of options.
  5. Setting up. Once you already know the number of your guests, the budget allocation, the location and time and the menu, setting up for your business meeting is the last step. This entails setting-up the venue with decorations, tables and chairs and other equipment necessary for the business meeting.

Catering for business meetings is also demanding much like preparing for an important event if you don’t know where to start. It gives you plenty of control in managing the timeline and the meeting’s environment. It is a way in building a good relationship with your clients and suppliers. Remember the key aspects that you have to put into consideration when catering for business meetings: guests, budget, location and time, menu, and setting up. With all these in mind, you will surely have a business meeting that can smoothly run.

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