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 4pm
- 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 on 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 ten attendees, ten 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 two 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 over time.
And what’s better than not only advancing your subject but doing it with an aura of goodwill?
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 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 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 preferable to kick off the meeting .
Finally, remember that everyone will be much happier if you are able to move forward on within the allotted time frame.
AI explanationShows the answer. Tap to open.
Question Focus: Synonym match - the summary uses the same word as the passage
Correct Answer: ineffective
Why this is correct: The passage says many meetings "prove to be ineffective". The summary sentence says "avoid your meetings being ___", so copying ineffective fits both meaning and grammar.
Passage Reference: Multiple meetings occur each second of every day. And it's easy to suspect that many of them prove to be ineffective.
Common Mistake: Students may write unproductive 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 ___"
Tips: When the summary repeats the same idea, check if the exact word from the passage fits grammatically before thinking of synonyms.
Key Vocabulary:
- ineffective = not working well
Question Focus: Synonym match - summary paraphrases the purpose of meetings
Correct Answer: progress
Passage Reference: I'd suggest that meetings exist to nudge ahead progress, even if it's only a slight move.
Why this is correct: The writer explains that meetings exist to "nudge ahead progress". The summary says the reason is to make some ___, which clearly matches progress.
Common Mistake: Students may write change because the passage later mentions change, but the key stated purpose is progress. Choosing change is a partial truth trap.
Paraphrasing: Passage: "nudge ahead progress" = Summary: "make some ___"
Tips: Look for purpose statements early in the passage. Summary questions often pull key ideas from introductions.
Key Vocabulary:
- progress = forward movement
Question Focus: Synonym match - summary shortens an example explanation
Correct Answer: group structure
Passage Reference: Why: To establish a formal group structur
Why this is correct: In the example, the purpose is "to establish a formal group structure". The summary says this helps to formalise the ___, so group structure is the exact phrase needed.
Common Mistake: Students may write formal structure, but that removes the key word group. This is a partial truth trap.
Paraphrasing: Passage: "establish a formal group structure" = Summary: "formalise the ___"
Tips: If the summary shortens an example, copy the core noun phrase and remove extra adjectives if needed.
Key Vocabulary:
- structure = organisation
Question Focus: Synonym match - timing phrase copied exactly
Correct Answer: ahead of
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 says "several days ___ the meeting", so ahead of fits perfectly.
Common Mistake: Students may write before, but that word is not used in the passage. This is a synonym trap.
Paraphrasing: Passage: "ahead of time" = Summary: "ahead of the meeting"
Tips: For time phrases, copy the exact preposition used in the passage whenever possible.
Key Vocabulary:
- ahead of = before
Question Focus: Synonym match - verb phrase describing an action
Correct Answer: read through
Passage Reference: . Distribute and read through it when everyone shows up.
Why this is correct: The passage advises to "Distribute and read through it" at the start. The summary says a good way to start is to ___ the agenda, so read through is correct.
Common Mistake: Students may write discuss because it sounds logical, but that word is not used here. This is a synonym trap.
Paraphrasing: Passage: "read through it" = Summary: "___ the agenda"
Tips: Verb phrases are often tested. Copy both words if the passage uses two.
Key Vocabulary:
- read through = read carefully
Question Focus: Synonym match - exact phrase reused
Correct Answer: on 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 you noted". This clearly means starting on time, which matches the summary.
Common Mistake: Students may write as planned, but that phrase is not in the passage. This is a synonym trap.
Paraphrasing: Passage: "starting right at the time" = Summary: "kick off the meeting ___"
Tips: Short, common phrases like this are often lifted directly from meaning, not wording. Check if the exact phrase exists.
Key Vocabulary:
- on time = not late
Question Focus: Synonym match - repeated key concept from the passage
Correct Answer: your subject
Passage Reference: . And what's better than not only advancing your subject but doing it with an aura of goodwi
Why this is correct: The passage ends by talking about "advancing your subject". The summary says moving forward on ___, so your subject is the exact match.
Common Mistake: Students may write the issue, but that wording only appears in the summary, not the passage. This is a wrong words trap.
Paraphrasing: Passage: "advancing your subject" = Summary: "move forward on ___"
Tips: Pay attention to repeated phrases. Writers often reuse the same key noun across the passage.
Key Vocabulary:
- subject = topic
General Tips:
- Summary completion questions follow passage order. Once you find one answer, scan forward for the next.
- Always copy the exact word or words from the passage. Synonyms are usually wrong.
- Check grammar around the gap. Articles, prepositions, and verbs tell you what form is needed.
- Keep an eye on the word limit. Even one extra word makes the answer incorrect.
- Use the introduction and conclusion carefully. They often contain answers to summary questions.
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