https://www.dataroomstoday.info/how-to-prepare-for-a-business-meeting

A business meeting is a chance for coworkers to gather and collaborate on major issues, usually with the help of an organizer. They can be scheduled to tackle urgent issues that cannot be solved via email or a quick chat or to discuss long-term strategies for a project or division.

A great meeting starts with an agenda that is clear and well-prepared participants. In addition to defining the outcome of each item on the agenda, it’s helpful to assign responsibilities and set a deadline for completion. This ensures that the goals of the meeting are achieved.

It’s also important to limit the number of participants in particular if the gathering is time-sensitive or requires input from a particular group. Too many participants can lead ineffective discussions, and can lead to unnecessary revisions. Jeff Bezos, the CEO of Amazon, once said that meetings should not include more people than two pizzas.

During the actual meeting, it’s important to ensure active participation and to encourage an open dialogue. It’s also essential to have a notetaker present who will record the key ideas as well as actions and decisions to be later distributed. The notetaker should be sure to attribute any comments or contributions to the respective participants to ensure that any disagreements can be resolved quickly.

A successful meeting is concluded with a summary of the key learnings and describing any remaining tasks. Next steps are also confirmed. It’s also helpful to offer a final chance for questions and clarifications. The organizer can also thank everyone for their contribution and reaffirm the importance collaboration and effective communications.