How to prepare for meetings and be ahead

Be prepared - prepare for meetings

Prepare for meetings and you’ll get more from them

 Meetings have a really bad press: whether participants feel they are “A waste of time”; “Nothing ever gets agreed” or even “I can never get my point across”, they can be frustrating for many people. However if run properly, and if individuals are properly prepared for meetings beforehand, they are invaluable for businesses and project management.

Whether you are part of a team delivering a global project or an entrepreneur meeting a contact for coffee, [Tweet “there are huge benefits, and one of the key elements is to be prepared.”]

Read: Master your meeting – how to make an impact

Here are my five top tips to prepare for a meeting.


  1. [Tweet “1.If there is an agenda, make sure you read it before the meeting.”] You will be able to double-check the status of specific projects with your team, as well as note down any information or news that needs to be conveyed at the meeting.
  1. [Tweet “Check who else is going to be at the meeting “]and if they are involved in the same project, get in touch with them before the meeting. If you have a brief catch up with them before the meeting, it could be useful, particularly if there is a controversial topic on the agenda, or someone else who is objecting to specific projects.

Read: Top 5 Virtual Presentation Prep Hacks

  1. For people you don’t know, make sure you do some research on them on LinkedIn, Twitter and their website. The more background knowledge you have about the other person the better. You might have a mutual contact; have worked at the same company or studied at the same university.
  1. If it is a less formal meeting, plan your agenda and email it to the other person before the meeting. As an entrepreneur, a lot of my meetings are less formal. I find I am more focused and we both make more out of the opportunity if I have agreed an agenda with the person I am meeting.

Read: The 3 ways to instantly increase your verbal impact in any business situation

  1. [Tweet “5.Plan your objectives/outcomes from the meeting beforehand”], so you can prepare what you want to say. If you are clear about these you can plan how you are going to contribute to the meeting, and how you are going to move forward specific projects or topics.

Originally posted on Executive Voice on 6th Jan 2017

If you want help finding your voice in meetings, contact 3Plus now!

Susan Heaton Wright Contributor
Susan Heaton-Wright is a global Virtual impact, communications and speaking trainer for corporate clients. She empowers talented people to create memorable and engaging business conversations. She is the creator of the Superstar Communicator™ methodology: an international speaker; the MD of award winning music company, Viva Live Music, podcaster and a former prize winning international opera singer. She delivers virtual seminars, workshops and individual training for many companies including Astra Zeneca, Deloitte, RBS, Shell, Microsoft, AAP, Invesco, AXA, the NHS and Quintiles. She is regularly interviewed on BBC Radio Five Live; BBC2, local radios and international podcasts. In 2020, she was named as an #ialso 100 top inspirational female entrepreneur in UK.
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