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.

A Meeting Planner Can Help Organize Your Business Meetings

Private-sector employees have now to attend plenty of meetings regularly. These people are aware that a badly planned meeting can cause plenty of stress apart from being boring. In order to plan a proper meeting and avoid being tedious companies that lack the organizational skills can use the help of a meeting planner. These people play a dual role by being the organizer as well as the facilitator for the meetings. Generally, there is a feeling among companies that organizing a meeting is not difficult and all that needs to be done is arrange a few chairs and invite the staff. Unfortunately, these habits can lead to a meeting becoming repetitive and over a period of time, the staff members may consider such activities as unnecessary.

A meeting planner will work differently and will, in the first place get all information necessary from the company about the meeting. He or she will then configure the area to suit the type of meeting planned. Setting up the room before the event is something, which they will be looking forward to. Such events deliver the best results when people attending the same can get their message across and therefore, a circular roundtable arrangement is best suited. Configuring a room like a classroom will make it seem that lectures are being delivered and will make the meeting look less interesting.

The planners will also look into the factors of organizing the get together in a proper way. They will have an agenda prepared apart from handouts or pamphlets that may be required. A tangible guide for the business meeting will be prepared to help both the speakers, and the listeners remain on the same page. Such factors will help the meeting progress smoothly.

Livening up the meeting is another factor that will also be considered. It is a fact that most business meetings tend to get repetitive over a period of time. Therefore, some distractions are necessary in order to liven up the audience. Managers of an organization may not realize this factor, but a meeting planner will definitely consider them.

The primary job of a meeting planner is in specializing and helping an employer make business conferences run better. The best among the lot have all the skills required to organize, prepare and ensure that all individuals get the information that the employer needs to exchange. They also spare the time to allow for an interactive session during which questions can be asked and answers received.

Gone are the days when managers of a company could be entrusted with the task of arranging such matters. Today this is a specialized task, which is better managed by a business-meeting planner.

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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