Before telling you about my experiences in hosting business meetings, I want to tell you how I take care of business at home.

There are certain things I have added for a productive work environment in my home office. It is my domain and where I spend most of my time. It is more gender friendly because I love sports – but I also have little personal things, like a small framed picture of my fiance and a lock of his hair. The rest is pretty much an open area to work. A couple of sketches of Beckham but that is it. I don’t like to have a lot of personal stuff on display; only specific, meaningful things that are conversation pieces. I could talk for hours about my fiance or about soccer.

I keep my workspace immaculately clean and I do have a problem when I have a business meeting with clients that don’t. I just can’t understand how they can work in such untidiness but a few have confessed that they know where everything is and it is at their fingertips. It just isn’t me.

To me, this is a red flag for laziness. It also shows negativity in your work position. Leaving things lying around is like having a guest come over and you have a sink filled with dishes. When you have scheduled appointments you should take the time to put things away so you can have space to work with your client.

You may have on some soft music while you work, but turn it off before your client comes in. You don’t need the distraction. You may also have a water fountain to add to the atmosphere and realization of your office space. This also should be turned off in business meetings. I think it is important to treat yourself with a pleasant work environment, but keep it just for your own use.

If you are organized, you aren’t apt to lose important information.

How To Be The Perfect Host Of Your Business Meetings

But now I have little space to have a seminar or a big meeting. So last summer I did have my first one. It was helpful to have been raised by restaurateurs, so I had a clue as to hosting my event and what I wanted – a relaxed atmosphere. I was the one woman show for the day; for twenty-five couples, with only one guest speaker. So I had to utilize my knowledge of six years in the business and career building with what ever hands on experience I had.

Business Meeting: Planning The Event

When planning an event like this, it takes time. You need to put all your effort into it because this is your baby, your child that you have given birth to, and now he is taking his first steps. Presentation is everything. You need to be perky, with self-confidence, as well as polished and looking approachable – and relaxed. Hard to do, but face it: we all seem to be skilled actors and actresses in the business. I frankly was a bundle of nerves but still very excited about it.

One of the focus points I used was less is more. I am small potatoes and wanted to have a well planned seminar to proudly share “his” growth. “He” was well off my breast and taking his first steps, and now we can look forward to his talking. Proud momma or was I scared?

(As my fiance told me: listen to your tummy, and your head will follow. I knew from that moment on that he was a keeper)

Keep An Eye On Your Budget

Of course, and this is a no brainer, stay within your budget. You need a conference room at a restaurant that has good food and service, and is prepared to hold business meetings.

Always Be On Time

Always be on time and on top of everything. First of all you should never be late for a business meeting or seminar you have called for. People frown upon this and are too easily insulted when you don’t respect their time, then make a grand entrance instead, making excuses and jokes. Always be there long before it starts, be aware of the schedule, and personally greet each one.

Have A Plan Of Attack

The tone of your presentation is important. If you want it light hearted, then keep it that way. You have to have a plan of attack – you want to leave an impression on your clients and not just be informative. That just isn’t enough. Anyone can inform them but you have to grasp their trust, their loyalty and confidence, by using a strategy of energy and leadership. So give it some personal touches for setting the mood.

Control Your Body Language

Body language is most important and it is high volume in a meeting. You can always see whose interest you have when questions are being asked and notes are being taken. The best feeling is when you make eye contact with everyone. When you see them looking at each other you may have not made yourself clear on the subject at hand. Perhaps at that point you may want to ask if anyone has questions, or, later on, approach the clients that looked confused. After all it’s your meeting, you are center stage and need to run within. So from the very start it is showtime, girls – and all eyes should be on you. If someone is caught in midstream, they should be asked if they have a question, but not put on the spot.

Keep Your Audience Within Reach

If you see you are losing them, maybe you have made the agenda to long. People only can digest so much, and if they walk away with half of it that is better then none at all. It is always a good time to know when to stop, and when, or if, to return to your presentation. If it is a matter of time, you may have only learned you are long winded, and this is good hands on education for your next business meeting.

Don’t Be A Rockstar. Be Personal

Now I kept it light for the sake of wanting to have personal conversations with each client. I had a lunch which went into a shorter questions and answers on the first part of the meeting. Then a short happy hour with music from their era. I had plenty of time to inquire with each guest as to what they got out of it. You have to make sure you spend time with each client! This is crucial because each one is so important to you for future business. You don’t need to wait for them to approach you after you have closed the meeting; you can make the effort to tell them how happy you are that they came in between speakers, or during lunch. Just make sure you let all know your appreciation personally. It is always expected during the closing of your speech, but not as personal.

You Learn, You Grow

Even if you are using professional workshops, don’t expect to get it right always. Using common sense and having the experience is only going to benefit you for the next one. The workshops I have been to (a few at my last job) – I have to say they have helped me significantly. So just keep an open mind and be yourself!

Have you ever hosted your own business meetings? What is the most important thing you learned out of them?