Getting the Most Out of a Business Meeting

Most of us spend a large part of our work day going from business meeting to another without bothering to assess if we are actually gaining anything out of them. Is there a way to make business meetings more productive?

In order to make the most out of a business meeting you need to improve the productivity of each such meeting. Every meeting should extract the maximum possible for the duration that it lasts. Do not try to make a meeting cover everything under the sun. Instead, try to make sure that the items on the agenda for the particular meeting are covered effectively. At the end of the meeting, the participants should leave knowing the tasks that they need to accomplish.

Here are a few more tips to get the most of out your business meetings.

Business meetings should never be held on an ad hoc basis. You should prepare for a meeting in advance. Start by listing the objectives of the meeting. These objectives need to be clear, specific and measurable. These will help you check if you have covered the meeting goals. You will also waste less time trying to get to the point. List out the expectations or results that you expect from the meeting. During the course of the meeting, encourage the other participants to contribute with their ideas and opinions so that you have their buy-in. The more involved people are, the quicker you will be able to see results. Focus on the bigger issues at hand and do not let tertiary issues take over the meeting. Allow the tone of the meeting to be casual but do not let that make the participants treat the meeting as being frivolous. Leave the jokes for later.

Do not invite people to business meetings unless their presence is required. Just invite those who can actually contribute to the agenda of the meeting. This avoids wasting time for those people who are not really required. Business meetings should be held in a pleasant environment that makes the participants feel relaxed and comfortable. If required, you could rent out an office or conference venue for the meeting so that people have the opportunity to unwind.

Although you have prepared the points that need to be made do not be in a hurry to get to them immediately. Set a steady pace for the meeting and start by making everyone feel comfortable. The tempo should neither be too slow nor too fast.

How To Hold A Great Business Meeting

If you operate a business, regardless of whether it is a family business or a multi-national Corporation, you’re likely going to want to hold regular business meetings. This can really help you to regain the focus on your business and to make sure that things are moving along as expected. There may also be specific needs for these meetings that need to be considered as well. Of course, any successful meeting with your business is going to require careful planning on your part. Here are some things that you can do in order to make sure that your meeting is as successful as possible.

One of the most important things that you can do is to prepare properly by setting goals for the meeting. This should be done, even before the overall structure of the meeting is designed. In some cases, there are going to be some serious goals that need to be discussed, including some that are going to affect the business for many years. These should be discussed first, making sure that the focus is directed to that information. You should also set smaller goals for the meeting as well, perhaps asking yourself questions such as, what do I expect to get from this meeting and what should I accomplish?

If you’re going to be having the business meeting at another location, it’s very important for you to view that location in advance. Consider the fact that you’re going to want the attention of everyone that is at the meeting to be as focused as possible. If you choose an area that is cramped or perhaps too dark, it is likely that people’s attention is going to wander considerably. Take a little and turned to tour the area and to choose something that is going to be right for everyone involved.

Regardless of whether you are going to be all in the same location or if you’re going to be holding the meeting virtually, it may be necessary for you to have the sound and light system set up properly. In some cases, this can be done using your own equipment but in other cases, very specific types of AV integration may be necessary. Look for a company that is able to hire out their AV services and to provide you with the equipment you need to get up and running properly. Be sure that you keep the number of that company available as well, it is likely that you are going to be able to use them in your everyday office needs as well.

Finally, make sure that you keep the budget in mind when you are preparing for any type of meeting. Of course, the budget should not be the make or break a deal but it should be sufficient in order to provide you with everything necessary to get those individuals under one roof. Once you have things set up properly, you can begin planning for the meeting even further by sending out regular information, including reminders about the meeting and what is going to be discussed.

Best Ever Prospecting Letters for Commercial Brokers

In commercial real estate brokerage the prospecting letter process really works. To be successful at it you need to plan the process and control your actions as you progress.

Why will the ‘letter’ process help your prospecting efforts today? Well, it’s because the letters are less inclined to be ‘binned’; that is of course if you plan them correctly and follow the rules.

Here are some facts in comparing letters to emails:

  • Prospecting emails are not very successful at all. Most of the people you send them to will delete the communication quickly. As a by-product of the process you must have their approval to communicate in that way, otherwise you will be breaking the laws on ‘spam’.
  • A letter is very professional as long as you do not ‘overdo it’. In commercial real estate the best letter is compiled on one single page. The contents should be contained in no more than 4 paragraphs. Sign the letter personally in blue ink. Ensure that your signature is legible and professional (don’t sign in a ‘scrawl’ as it sends the wrong message).
  • Create the correspondence to introduce your upcoming telephone call. Make the call a few days after the letter has been received. The prospect will be expecting your call and will be more inclined to take it.
  • Always put your business card in the envelope. Don’t put anything else in a prospecting letter. The object is to sell yourself and your upcoming telephone call. Don’t confuse the message with bulky brochures on other issues and property matters. Focus on the one thing that is important, and that is your upcoming telephone call.
  • Design the letter for the person you are writing to. In other words you should have separate letters covering sales, leasing, property management, and retail. Get away from the generic approach and be specific to a part of the industry. Sell your upcoming telephone call on that basis.
  • Get a reference book on ‘words that sell’ or ‘phrases that sell’. Add a few words from the books into your letter to increase readability.
  • Every good prospecting letter should have a great headline. You want the person to read the message. Perhaps the headline you use could reflect local property activity or changes. Understand the concerns of the market and match the letter to the focus of investors, property owners, or tenants as the case may be.
  • The letters should be sent every 60 to 90 days. As part of that process, follow-up as many of the letters that you can. It directly follows that you should not send out too many at once and thereby create a situation where you cannot make the calls.

This is a system of prospecting. The letters are part of the bigger picture. They do not replace cold calling, but they add to the momentum that you would have in other prospecting processes. Start using the system as a boost to your market share.

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