Business meetings are an essential part of work life for many of us, whether it’s client meetings, a presentation to investors, a one-to-one meeting or a job interview. Sometimes business meetings can take us to unfamiliar venues or even mean travelling to a new city. This can be a daunting ordeal, and if not properly planned can end up being a waste of time, money and energy. Here are some top tips for organising and holding a productive business meeting in another city.
Plan
Spending time preparing for a meeting can be the difference between it going well, badly or being completely pointless. Confirm the date, time and location well in advance and notify all attendees of any relevant information or updates that will be helpful.
If you’ll be giving in a presentation, ensure you’ve rehearsed this and have clear notes to prompt you. You should also take the time to think about any practicalities like equipment or cables you’ll need or how the room should be arranged. Make a note of any key topics you want to discuss or what the ideal outcome of the meeting would be so you’re less likely to forget anything or go off track.
Research
Find out as much as you can about the person or client you are meeting with. Take the time to look them up online or connect with them on LinkedIn. Find out what motivates them or what they’re passionate about so you can emphasise this during your meeting and make a good impression. Prepare and practice your pitch but also be flexible in case things change or you need to add or amend something at the last minute.
Transport
If you are planning to travel by public transport such as bus, coach or train, book your tickets in advance as this can save you a lot of money and prevents the stress of discovering that the train you needed is fully booked. London can be difficult to navigate for those who are not familiar with the city, so take the time to find your destination on Google Maps beforehand and ensure you look up the train times to London well in advance.
Accommodation
Organise a place to stay before you travel and decide how long you will be staying. It’s usually a good idea to travel the day before and stay overnight to avoid rushing and reduce the risk of being late. If you’re travelling a long way or your meeting is likely to run late or involve socialising afterwards, you might also want to book accommodation for the night after too. You should choose somewhere relatively close to the location of the meeting and think about what sort of facilities you’ll need, whether that’s fast, reliable Wi-Fi, an iron to keep your clothes looking smart or free, secure parking for your car.
If you’re responsible for booking the meeting venue, consider the purpose of the meeting and how many people will attend. An informal meeting to catch up with colleagues can be held in a coffee shop or at your hotel but an important meeting might require somewhere more formal like a conference room or suite.