10 things to take note of when scheduling business meetings

Oct 10, 2017

Secretaries, admin staff, and PAs are often invaluable to the running of a business, so if you’re responsible for performing such a role, it’s likely that there’s a great deal of responsibility on your shoulders. In charge of organising the busy diary of your employer, it may well fall to you to arrange a business meeting on their behalf, and this is something that you really can’t afford to get wrong.

To make sure that it’s all plain sailing the next time you’re called on to arrange an assignation, here are a few points that it’s always a good idea to check off beforehand…

business meeting

1. Choose a suitable location

As a professional in an admin role, your boss is likely to leave much of the responsibility for organising meetings to you, including choosing a suitable location. This must be somewhere that’s not only accessible to all parties but highbrow enough to impress any important clients or contacts, so always make time to check out a location in person before booking something in.

2. Don’t forget to send a reminder to participants

Businessmen and women have busy diaries, so it’s all too easy for them to forget an appointment. To make sure that this doesn’t happen, put a prompt in your own phone or computer to let you know that you should send a reminder to any and all participants around 24 hours in advance of the meeting. This way, you can be certain that everybody remembers to turn up.


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3. Check whether anybody needs to be picked up

If you’re involved in the running of a big business, it may be the case that certain attendees have to travel in order to reach the meeting point. Therefore, it’s good practice to organise transportation for them, whether they will be arriving at a local train station or are flying in from abroad and need picking up at the airport. Take care of arrangements on their behalf and it will reflect very positively on your employer.

4. Check whether anybody needs to be transported in style

If you are hoping to impress, it’s important not just to organise a pick-up, but to choose your driver and vehicle with care, with is where business chauffeur and executive chauffeur services like our own often come in handy. Be sure to request a top-of-the-range vehicle manned by a professional driver to make the right impression and earn you plenty of brownie points with your boss.

business meeting

5. Check whether you need to arrange accommodation for guests

If any of your attendees will be staying in your city overnight, you should also check whether they require you to arrange accommodation on their behalf. Although your employer might not wish to break the bank housing them, choose somewhere that is both highly recommended and centrally located, to make it easier for your guests to get back home again when their professional assignation is over.

6. Check whether anybody has any food allergies

It may well be the case that your company’s business meeting involves some wining and dining of its attendees, and if this is the case, it’s essential that you check whether anybody has any food allergies or special dietary requirements before settling on a venue. If they do, phone in advance to make certain that the restaurant or eatery can accommodate these needs.

7. Make sure that suitable equipment is available

Pens, paper, overhead projectors, a laptop… The potential list of equipment required to successfully complete a business meeting can be endless, so make a list of everything your employer and their attendees might need installed in the room, and make sure that the items on it are checked off before the big event begins.


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8. Make sure that tea and coffee are on hand

There is never a time when refreshments are not essential. Make sure that tea and coffee making facilities are available and that a jug of fresh water is set in the middle of the table before the meeting begins in case anyone becomes thirsty.

9. Make sure that disturbances do not occur

Nobody wants to be interrupted in the middle of an important business meeting, so a simple sign placed on the outside of the meeting room door is always a good idea, captioned with something along the lines of ‘Meeting in progress. Please do not enter.’

10. Make sure that printouts are available

Last but not least, make sure that any printouts that attendees will need are available before the meeting commences so that it all goes off without a hitch.

Tick these 10 essentials off your ‘to do’ list, and your employer will be well satisfied with your sterling efforts on his behalf.

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