Essential Steps for Planning a Business Meeting

Oct 9, 2018 | California Car Service, Modesto limo service

No matter the size of your business, planning a business meeting requires careful consideration. It is even more important for small and upcoming businesses to meticulously plan meetings because you will be establishing your business’s culture. Our Modesto limo service understands the importance of carefully planning business meetings and, as such, we have decided to discuss in this post some of the most important aspects of business planning.

Before we dive into that, we would like to recommend employing the services of our Modesto car service for your employees’ transportation needs whenever you have business meetings. Our reliable chauffeurs will not only ensure that your employees get to the venue on time, but will also guarantee that they are transferred safely back to their residence even when your meeting extends into the night.

Define the Objectives

Ask yourself, why is this meeting important? What will we be discussing? Who needs to be at the meeting? If you can’t expressly answer those three questions, then perhaps there is no cause for the meeting. Having clear answers to these questions will clarify your meeting’s agenda. You will then be able to articulate the agenda to all attendees prior to the actual session, which will ensure that everyone arrives to the meeting with a similar mindset, knowing what to expect.

Identify the Attendees

Also essential to planning a business meeting is identifying the attendees. Who needs to be there? Identifying the right attendees ensures that the meeting will be focused and productive, devoid of unnecessary distractions and delays. This also includes limiting the number of people you invite to the meeting; limit this meeting to the top ten most relevant individuals. Inviting too many people, even individuals who are associated to the agenda, will only slow down discussions and sometimes even lead to deviations from the actual subject matter.

Only invite key individuals who will then then convey the conclusions of the meeting to their associates and subordinates. In case the associates and junior staff are unsatisfied with the outcome of the meeting, their concerns will be voiced by the key individual in a subsequent meeting.

Create an Itinerary

Be organized: creating and itinerary schedules the topics to be discussed and in what order. Share the itinerary with the attendees beforehand and note down who will be leading each segment of the meeting to allow them sufficient time to prepare. Create the itinerary at least one week before the actual meeting to leave room, not only for preparation, but for possible amendments as well.


The venue of your meeting is also quite important. Consider the number of attendees in relation to the size of the room you are considering. It goes without saying that the room should be spacious enough to comfortably accommodate everyone. Additionally, consider the services and amenities you will need and find out if your prospective venue has everything you need. For example, video and audio equipment, whiteboards, projectors, and so forth.