Navigating Business Meetings
Introduction
Today was the second official day of my internship at the Werth Institute of the University of Connecticut.
As a Werth Innovator in this program, I have the opportunity to truly dive into my business ideas for Stylistic while building valuable connections with my mentors and peers.
Today was a day filled with meetings, so I wanted to discuss a few steps I take to successfully navigate a business meeting.
What are business meetings?
Business meetings are gatherings where individuals, typically from within an organization or involving multiple organizations, come together to discuss, plan, make decisions, and solve problems related to business operations and strategy. These meetings can vary in format, purpose, and frequency but generally aim to facilitate effective communication and collaboration to achieve organizational goals.
There are many types of business meetings including team meetings, client meetings, and board meetings, all of which contribute to the overall success of all parties involved.
What meetings did I have today?
Today, I had a total of three meetings.
The first one was a two-hour-long Zoom meeting during which the Werth Innovators cohort for this year came together to discuss our current progress. Half of us presented today, and I was one of them. This counts as a Team Meeting since all the girls in our cohort came together to discuss our plans, but this also falls into the category of Project Meetings, as half of us presented on our projects, facilitating discussions on our progress, our roadblocks, and future plans.
The second meeting falls under the category of a Training Session. During this meeting, the girls in our cohort heard from one of the UConn Alum in our network, Kate Daggett.
We learned a lot from Daggett’s stories today, including these key lessons:
Never let anyone tell you “no” - chase your dreams no matter what.
Be “Cue Aware” - be open to the signs the universe sends your way in order to find as many opportunities as possible.
Work ethic counts more than raw talent - put in your all every time.
Fake it till you make it - everyone is struggling in their own ways.
Move quickly - opportunities are abundant, but fleeting.
Get out of your comfort zone - expand your horizons and try new things.
The last meeting I had today was a Sales Meeting of some sorts. I had recently been contacted by a team member from a certain company to be featured on a magazine for innovative entrepreneurs. This 10-minute call served as a sales meeting for the other party, who was pitching their idea to me.
Although I did not take on their services, I learned a lot from that call: everyone is trying to make their businesses work, whether that be a magazine or a restaurant, and it’s important to take everything people say with a grain of salt. Sometimes people are genuine, but remember to always watch out for scams.
Step 1: Preparation
Understanding the purpose of the meeting is crucial; you should know the goals of the meeting and your specific role in it. Researching the attendees by familiarizing yourself with their backgrounds and positions can help you engage more effectively. Prepare all necessary materials such as documents, reports, or presentations to ensure you have everything you need. If you have a speaking role, practice your presentation to ensure clarity and confidence.
Meeting 1: Example of Preparing Materials
I was a presenter during this meeting, so I ensured that my presentation was put-together, organized, and well-rehearsed. Although this meeting was in an informal setting, it is still important to put your best foot forward when discussing your business.
Your business is you and you are your business, so every detail matters.
I also knew that three of the other girls in my cohort would be presenting today, so I made sure that I was prepared to listen to the feedback they received as those comments may be helpful to me as well. That is why I had a pen and paper with me throughout the meeting to write down any key points.
Meeting 2: Example of Researching Backgrounds
Since this meeting’s main focus was the guest speaker, I prepared for this hour-long Zoom call by researching the presenter on LinkedIn and Google. I looked through her history and found areas that related to me, formulating questions around that which would later be asked during the meeting itself.
Meeting 3: Example of a Lack of Prior Information
This was a meeting that I did not have much information on to begin with. I was not sure what the goal of the meeting was, partly because the other party did not provide me with enough information. However, I was able to get a better understanding of their business by searching up who they are on Google.
I looked through LinkedIn to find information on any of their previous magazines and issues, and I was able to pinpoint specific details that ticked me off in the wrong way. My hunch was that I would not like this sales meeting at all, which ended up being true once I learned more about their business during the call.
Step 2: Attention
Arriving early allows you to settle in, review your notes, and possibly network with other attendees. Engage actively by listening attentively, taking notes, and participating in discussions. Staying on topic with your contributions keeps the meeting focused and productive. Asking questions to clarify points shows your interest and engagement. Reading the room by paying attention to body language and tone can help you gauge reactions and adjust your approach accordingly.
Meeting 1: Example of Active Engagement
During the Werth Innovators cohort meeting, I made sure to listen attentively to the presentations of my peers and took detailed notes on the feedback they received.
This active engagement helped me not only understand the progress of others but also apply similar feedback to my own project.
Meeting 2: Example of Asking Questions
In the training session with Kate Daggett, I unfortunately did not get the chance to ask the questions I had formulated before the meeting.
However, the other girls in my cohort participated by asking questions related to the speaker’s experiences and advice, and they were able to do that because of the attention they gave during the meeting. It is difficult to come up with good or helpful questions if you are not paying attention.
Meeting 3: Example of Reading the Room
During the sales meeting, I paid close attention to the vocal tone of the other party.
This helped me gauge their sincerity and determine that their offer was not a good fit for me. By staying alert to these cues, I was able to navigate the conversation more effectively and make a well-informed decision.
Step 3: Communication Skills
Being clear and concise is key; speak clearly and avoid using jargon unless it is understood by all attendees. Use visual aids like slides, charts, or other materials if you are presenting, as these can help support your points. Manage your time effectively by sticking to your allotted time and helping to keep the meeting on schedule. Handle conflicts diplomatically by addressing disagreements with respect and aiming for constructive solutions.
Meeting 1: Example of Timed Communication
In my presentation during the team meeting, I ensured that my points were clear and concise, avoiding unnecessary jargon. I used slides to illustrate my progress and made sure to manage my time well, sticking to the allocated time for my presentation.
Sometimes, it is difficult to stay on track or within a timeframe, which is why following Step 1: Preparation is crucial. This is the stage where you can practice your presentation before the meeting, so make good use of it.
Meeting 2: Example of Clear Communication
During the Q&A session with Kate Daggett, I was able to learn a lot from the way Daggett carried herself. Although she had a lot of information to share about her career journey, she was able to do it eloquently, which allowed the audience to clearly understand what she was saying.
Meeting 3: Example of Concise Responses
In the sales meeting, I kept my responses brief and to the point, ensuring that my concerns and questions were clear. This helped in keeping the meeting short and focused, which was necessary given the limited time available (the other party had only allotted 15 minutes for our call).
Step 4: Follow-Up
After the meeting, follow up by reaching out to any new contacts, such as guest speakers, to expand your network. Summarize the key points and decisions made during the meeting, especially those relevant to your presentation. Clearly define the responsibilities and deadlines for any follow-up tasks based on the advice you received. Seek feedback on the meeting and your contributions to continuously improve your performance in future meetings.
Meeting 1: Example of Following Up on Advice
Following the team meeting, I reviewed the feedback given during my presentation and identified specific action items to improve my project. I then set out a game-plan on implementing these suggestions.
Specifically, I was told to look into resources like Patreon and certain Instagram accounts to further develop my business as Stylistic, so I followed up on those steps to propel my project forward.
Meeting 2: Example of Expanding My Network
After the training session with Kate Daggett, I sent her a LinkedIn connection request along with a personalized message thanking her for her time and insights. This follow-up helped solidify the connection and opened the door for future networking opportunities.
Meeting 3: Example of Reflecting and Seeking Further Insight
Following the sales meeting, I reflected on the conversation and on my decision to not take on their services. I sought feedback from a trusted advisor (my mom) on my approach to handling unsolicited business proposals and discussed strategies for better evaluating such opportunities in the future.
Even though I was asking a close family member for advice, the feedback I gained was crucial in refining my approach to similar situations since my mother has a unique outsiders perspective on the whole thing.
Conclusion
Navigating business meetings effectively involves thorough preparation, active engagement, clear communication, strategic follow-up, and a commitment to continuous improvement. By understanding the purpose of each meeting, preparing relevant materials, and researching attendees, you set the stage for success. During the meetings, active participation, staying on topic, and reading the room are crucial for productive discussions. Employing clear and concise communication, using visual aids, managing time, and handling conflicts diplomatically enhance the overall effectiveness of your contributions.
Following up after meetings is essential for expanding your network and implementing feedback. Reaching out to new contacts like guest speakers can open doors to future opportunities. Summarizing key points, defining follow-up tasks, and seeking feedback help solidify the outcomes of the meeting and ensure continuous improvement. Whether you are following up on advice from a presentation, expanding your network after a training session, or reflecting on insights gained from a sales meeting, these steps ensure that you maximize the value of every business meeting.
By incorporating these strategies into your approach to business meetings, you can enhance your professional relationships, improve your performance, and contribute more effectively to your organization’s goals.
