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- If you don’t prepare for a meeting properly your meeting might be derailed because someone might forget to prepare important information.
- It’s important to send your agenda to participants
- Properly preparing meeting ensure good results of your negotiation.
- The first thing you need to consider is to clarify the purpose of your meeting.
- What do you need to do: solve a problem, discuss something or inform your colleagues?
- Choose an appropriate venue: face to face in a boardroom or a meeting room, Skype or just a phone call. Save everybody time by choosing right place for negotiation.
- All meetings should have an agenda. If you prepare an agenda and send it to participants you will keep a meeting short.
- You should be sure everyone has accepted the invitation to the meeting. Change the time or place if needed.
- Be sure you invite only participants who will help you accomplish the meeting’s objectives.
- Prepare a list of names if you are bad at remembering names.
- Save the phone numbers of all participants to be able to call those who are late.
- Come to the meeting in advance. Open the meeting room, check the equipment, meet the guests.
- If you are the host of the meeting make sure you have a couple of spare printed copies of the agenda and other useful information. People often forget to bring their own.
- accepted – are agreed by people to be correct or reasonable
- agenda – a list of items to be discussed at a formal meeting
- agree – acceptance
- apologies for my late arrival – sorry for being late
- attendees – people who are going to attend the meeting
- beforehand – in advance; in good time
- behind schedule – to arrive and/or leave later than the time that is expected
- boardroom – a room in which a board of directors of a company or other organization meets regularly
- colleagues – a person with whom one works in a profession or business
- derailed – obstruct (a meeting) by diverting it from its intended course
- discuss – talk about (something) with one or more a persons
- double booking – then two person booked one room at the same time
- ensure – make certain of obtaining or providing (something)
- equipment – the necessary items for a particular purpose
- everything is hunky dory for – everything in the best way for
- host – a person who receives or entertains other people as guests
- in advance – ahead of time (same as beforehand)
- increase the volume – make volume higher
- inform – give (someone) facts or information; tell
- information – facts provided or learned about something or someone
- invitation – the action of inviting someone to go somewhere or to do something
- late evening – evening close to midnight
- meeting – an assembly of people for a particular purpose, especially for formal discussion
- meeting room – room for negotiation
- meeting runs more smoothly – meeting continue without problem
- negotiation – discussion aimed at reaching an agreement
- obstruct – block (an opening, path, road, etc.); be or get in the way
- partial acceptance – I would like to attend part of the meeting
- participants – a person who takes part in something
- possession is 9/10ths of the law – is an expression meaning that ownership is easier to maintain if one has possession of something, or difficult to enforce if one does not
- purpose – the reason for which something is done or created or for which something exists
- regret – not coming (reject)
- request to change details – request if some details doesn’t fit
- running late – is an idiomatic phrase that means, essentially, “late” or “being late,” with the caveat that “being late” is more a translation than a phrase that people use
- solve – find an answer to, explanation for, or means of
- sorry for the delay – sorry for being late
- sorry I am late – sorry for being late
- to discuss the salient points – to discuss the most important points
- venue – the place where something happens, especially an organized event such as a concert, conference, or sports competition
Sources of information was used for preparing this article:
- Task Pigeon Blog