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7 Ways To Make An Effective Meeting Appointment

May 25, 2020

Whenever and wherever they're done, meetings tend to be considered time-wasters. Many meetings don't end with a meaningful resolution, making people think they're not effective. So how can you avoid this to make meetings work in your favor?

7 Considerations When Making a Meeting Appointment

1. Is it Needed?


Many meetings turn out unnecessary. Whether you can talk about it through a conference call, discuss it from the chat, or simply circulating a memo. If a meeting is not necessary, then it is just a time-wasting activity. Try to avoid holding it whatever and whenever possible. It is very crucial, especially if the participants are not in the same company. For example, meeting the client from a different city or even abroad. Think before you spend unnecessary expenses.

meeting appointment preparations

2. The Agenda

To make a great meeting, you can do it by creating a well-made agenda. The CEO, manager, or whoever the meeting creator is, they need to set a clear purpose. What you should do, what to discuss, and what to say in the meeting appointment. This can help you to convey the needed discussion and avoid the topic going offside. It is also possible to list all you need to be covered in the agenda. Try to write them up next to each item.

In this way, you won't forget or you will be able to cover everything. Another thing that can help you is to write down the person's name that is responsible for a certain subject. Distribute the agenda, if possible, so everyone can expect the discussion and get prepared beforehand. The main idea of the agenda is to tell the objective of the discussion. You can also use this agenda to plan out a meeting with an important client.


3. Urgent Concerns

A great meeting is one that is structured. Worth noting that people have a focus span which refers to how long they can stay concentrated. Stating the main discussion or subject at the beginning will help deliver the purpose. At the same time, consider applying the 80/20 rule. 80% goes to the main topic, while 20% is the rest. In case you run out of time, the main topic has been included in the 80% of the discussion.


4. Meeting Facilitators

If you want to loosen your burden, you can try to split and assign responsibility. While it can help to split the task, one thing for sure, it can make the meeting less monotone. Note that the main idea of the meeting is to discuss and agree. Without this idea, there will be no assignment, responsibility, deadline, nor completion. It will be just a conversation. That is why this idea can help tremendously in creating an effective meeting.


meeting appointment room

5. Note-taking and Action Items

Documenting and sharing the result is necessary. Especially, if the meeting is about a client or project deal, a big company decision, or some vote related appointment. You can either record the video, audio, or keep notes. Creating an agenda can be very helpful when taking notes and circulate the minutes of the meeting. With this idea, you can make a detailed writing about a certain agreed-upon decision of the meeting.

Along with the note, it will be better if you can summarize the Meeting Appointment conclusion. Once again, this idea was to make everyone remember and know about the result. Do you have to be the one making the summary? If you find that it is impossible to do it by yourself, then you can split the job. Ask someone to accompany and get closure. It will help you get the agreement and completion of each item from the meeting.


6. Method of Meeting

Worth noting that there are numerous types of business meetings. Each of them has a purpose and a way to do it. When you are going for an internal or a regular team meeting, you can do it in the office. This meeting is good to identify problems and confirm progress. Most likely, the appointment will be done more casually or informally. However, it will be a lot different if you are going to meet your client or investor.

The meeting appointment’s situation, the purpose, the way, and how to do it has a major difference. To create an initial Meeting work as it's supposed to be, you will need to impress the prospective client. Your first appeal is worth a lot. It also applies if you are going to meet with higher tier employees. Your preparation (agenda, location, amenities, and time) is important. If you are looking for an appropriate meeting place, you can look and book through BOOQED.


7. The Right Timing

If you are going to meet a busy person, deciding the time is very crucial. To make all the participants know the urgency and the importance of attending the meeting, it is better to show the details, the communication value, the meeting type, consider different schedules, and find the best time. There is no doubt that scheduling and sending a meeting invitation will be a difficult task. You can use Meeting Appointment apps or agree to find the best time.
It can be underlined that an effective activity will lead to a great result. However, to gain the result the creator needs to think and plan thoroughly. In this case, an effective appointment can be earned as long as you can create a great preparation. Planning, writing an agenda, keeping notes, starting, and ending at the right time, summarizing, splitting responsibility, and deciding where and how are some keys. Thus, it is important to plan carefully.

meeting appointment


It can be underlined that an effective activity will lead to a great result. However, to gain the result the creator needs to think and plan thoroughly. In this case, an effective appointment can be earned as long as you can create a great preparation. Planning, writing an agenda, keeping notes, starting, and ending at the right time, summarizing, splitting responsibility, and deciding where and how are some keys. Thus, it is important to plan carefully.