How to Set Up a Business Meeting
Multiple meetings occur each second of every day. And it's easy to suspect that many of them prove to be ineffective. Why is that?
For an answer, consider the purpose of meetings. I'd suggest that meetings exist to nudge ahead progress. Even if it's only a slight move, when the meeting attendees exit, the subject of the meeting has to have changed in some way (hopefully for the better). You need structure to accomplish that. Here are five steps that will help you hold effective meetings--sessions that move subjects forward.
1. Be a reporter. Make sure you let your attendees know the who, what, why, when and where of the meeting. It prefaces the agenda. It might look like this:
Who: Members of the Retired Executive Group (name the actual names)
What: Decide on a formal group name Why: To establish a formal group structure When: February 17, 2009 from 3 to 4 p.m.
Where: Starbucks at 2111 S. Glen Street in Harwood Heights A reporter informs readers. That's what has been done here.
What happens at the meeting? That's what's in the agenda.
2. Set an agenda. This means clearly listing the objective of the meeting and supporting points using specifics. For example, here's an agenda for a meeting I ran for a business group I'm involved with:
-Objective is to select a name for the group
-Start a 10-minute brainstorming session
-Record results
-Cull the names down to five
-Check domain availability
-Debate those names where a domain is available
-Select a final name
This agenda not only provided a clear objective--to walk away from that meeting with a name--it provided the steps the attendees would take to do it. If we followed the agenda, we would make our goal. And we would have moved our subject forward.
3. Send out the agenda (via email or snail mail) 5 to 7 days ahead of time. You want your attendees to be aware, to prepare and to be there.
It doesn't always happen, of course. I find that, if you have 10 attendees, 10 will be aware of some of the agenda (usually the five w's), two will prepare and seven will be there. That's OK. You can only control your actions.
Also, call all of the attendees 2 days prior to remind them of the meeting.
4. Have copies of the agenda at the meeting. Most of the attendees will not bring the agenda with them, so have copies ready. Distribute and read through it when everyone shows up. Now you can begin the session with everyone on a level field.
5. Start and finish on time. If inclement weather or other common factors exist, you can delay the meeting. Otherwise, I suggest starting right at the time you noted on the agenda. If someone comes in late, that's OK. Acknowledge him, give him an agenda and keep going. He'll catch up on his own.
One of the most frustrating things I've experienced in meetings is when a 1-hour session turns into 90 minutes without it being mentioned by the facilitator. Believe me, you'll be given silent but heartfelt kudos when you end the meeting ahead of or on time, or inform the attendees that it may go overtime.
And what's better than not only advancing your subject, but doing it with an aura of good will?
There are several steps you can take to avoid your meetings being . It's a good idea to keep in mind that the reason for having the meeting is to make some with the issue(s) you have. Before the meeting make sure everyone is aware of the who, what, why, when and where of the meeting. Amongst other things this will help to formalise the . Also of course an agenda needs to be drawn up containing the objectives and the steps needed to achieve them. Attendees should receive this document several days of the meeting. A good way to start the meeting, when everyone is present, is to the agenda. Though it's often the case that some attendees will arrive late, it's still preferrable to kick off the meeting on . Finally, remember that everyone will be much happier if you are able to move forward on your within the allotted time frame.
AI explanationShows the answer. Tap to open.
Question Focus: Synonym match - summary says 'avoid your meetings being...' and the passage talks about meetings that are ineffective
Correct Answer: ineffective
Why this is correct: The passage opens by saying that many meetings "prove to be ineffective". The summary paraphrases this as avoiding meetings being something negative, so ineffective fits perfectly.
Passage Reference: Multiple meetings occur each second of every day. And it's easy to suspect that many of them prove to be ineffective. Why is that?
Common Mistake: Students may write inefficient because it sounds similar, but that word does not appear in the passage. You must copy the exact word. This is a synonym trap.
Paraphrasing: Passage: 'prove to be ineffective' = Summary: 'avoid your meetings being [GAP]'
Tips: When the summary describes a negative quality, scan the introduction of the passage for evaluative adjectives.
Key Vocabulary:
- ineffective = not working well
Question Focus: Synonym match - summary says 'make some...' and the passage explains the purpose of meetings
Correct Answer: progress
Passage Reference: I'd suggest that meetings exist to nudge ahead progress.
Why this is correct: The writer clearly states that meetings exist to "nudge ahead progress". The summary says 'make some ___ with the issue', which matches the idea of progress.
Common Mistake: Some students write change because the passage mentions change later, but the exact word linked to the purpose of meetings is progress. This is a partial truth trap.
Paraphrasing: Passage: 'nudge ahead progress' = Summary: 'make some [GAP] with the issue(s)'
Tips: Look for sentences explaining purpose or reason. These often provide summary answers.
Key Vocabulary:
- progress = forward movement or improvement
Question Focus: Synonym match - summary talks about formalising something
Correct Answer: group structure
Passage Reference: Why: To establish a formal group structure
Why this is correct: In the example meeting, the reason is "to establish a formal group structure". The summary paraphrases this as helping to formalise something, so group structure is the exact phrase needed.
Common Mistake: Students may write agenda because it is mentioned nearby, but the sentence is about what is being formalised, not the document. This is a context shift trap.
Paraphrasing: Passage: 'establish a formal group structure' = Summary: 'help to formalise the [GAP]'
Tips: When you see 'formalise', scan for 'formal' in the passage. IELTS often repeats root words.
Key Vocabulary:
- structure = organized system
Question Focus: Synonym match - summary refers to timing before the meeting
Correct Answer: ahead
Passage Reference: Send out the agenda (via email or snail mail) 5 to 7 days ahead of time.
Why this is correct: The passage says the agenda should be sent "5 to 7 days ahead of time". The summary shortens this to 'several days ___ of the meeting', so ahead is correct.
Common Mistake: Some students write before, but that word does not appear in the passage. This is a synonym trap.
Paraphrasing: Passage: '5 to 7 days ahead of time' = Summary: 'several days [GAP] of the meeting'
Tips: Be careful with time expressions. Copy the exact word used for timing.
Key Vocabulary:
- ahead = before
Question Focus: Synonym match - summary describes how to start the meeting
Correct Answer: read through
Passage Reference: Distribute and read through it when everyone shows up.
Why this is correct: The passage advises to "read through it" when everyone arrives. The summary says a good way to start is to ___ the agenda, so read through fits exactly.
Common Mistake: Students may write distribute because it appears next to it, but the gap focuses on what you do together at the start. This is a wrong section trap.
Paraphrasing: Passage: 'read through it when everyone shows up' = Summary: 'is to [GAP] the agenda'
Tips: When the gap follows 'to', look for an infinitive verb phrase in the passage.
Key Vocabulary:
- read through = read carefully
Question Focus: Synonym match - summary refers to punctuality
Correct Answer: time
Passage Reference: I suggest starting right at the time you noted on the agenda.
Why this is correct: The writer recommends "starting right at the time" noted on the agenda. The summary paraphrases this as kicking off the meeting on ___, so time is correct.
Common Mistake: Some students write schedule, but that word is not used here. This is a synonym trap.
Paraphrasing: Passage: 'starting right at the time' = Summary: 'kick off the meeting on [GAP]'
Tips: Short gaps often require very simple words. Do not overthink them.
Key Vocabulary:
- on time = punctual
Question Focus: Synonym match - summary talks about moving forward
Correct Answer: subject
Passage Reference: sessions that move subjects forward. 1.
Why this is correct: The passage repeatedly talks about moving the "subject" of the meeting forward. The summary uses the same idea, so subject is the correct word.
Common Mistake: Students may write agenda or issue, but the passage consistently uses subject for what moves forward. This is a partial truth trap.
Paraphrasing: Passage: 'move subjects forward' = Summary: 'move forward on your [GAP]'
Tips: Notice repeated key nouns in the passage. These are often summary answers.
Key Vocabulary:
- subject = topic being discussed
General Tips:
- Summary completion questions follow passage order. Use the answer to one gap to help you locate the next.
- Always copy the exact word or words from the passage. Synonyms are not accepted.
- Check grammar carefully. Articles, prepositions, and verbs around the gap tell you what form is needed.
- Watch the word limit. Even one extra word makes the answer wrong.
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