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Preparing for a Meeting



  1. If you don't prepare for a meeting properly your meeting might be derailed because someone might forget to prepare important information.
  2. It's important to send your agenda to participants
  3. Properly preparing meeting ensure good results of your negotiation.
  4. The first thing you need to consider is to clarify the purpose of your meeting.
  5. What do you need to do: solve a problem, discuss something or inform your colleagues?
  6. Choose an appropriate venue: face to face in a boardroom or a meeting room, Skype or just a phone call. Save everybody time by choosing right place for negotiation.
  7. All meetings should have an agenda. If you prepare an agenda and send it to participants you will keep a meeting short.
  8. You should be sure everyone has accepted the invitation to the meeting. Change the time or place if needed.
  9. Be sure you invite only participants who will help you accomplish the meeting's objectives.
  10. Prepare a list of names if you are bad at remembering names.
  11. Save the phone numbers of all participants to be able to call those who are late.
  12. Come to the meeting in advance. Open the meeting room, check the equipment, meet the guests.
  13. If you are the host of the meeting make sure you have a couple of spare printed copies of the agenda and other useful information. People often forget to bring their own.


  • accepted - are agreed by people to be correct or reasonable
  • agenda - a list of items to be discussed at a formal meeting
  • agree - acceptance
  • apologies for my late arrival - sorry for being late
  • attendees - people who are going to attend the meeting
  • beforehand - in advance; in good time
  • behind schedule - to arrive and/or leave later than the time that is expected
  • boardroom - a room in which a board of directors of a company or other organization meets regularly
  • colleagues - a person with whom one works in a profession or business
  • derailed - obstruct (a meeting) by diverting it from its intended course
  • discuss - talk about (something) with one or more a persons
  • double booking - then two person booked one room at the same time
  • ensure - make certain of obtaining or providing (something)
  • equipment - the necessary items for a particular purpose
  • everything is hunky dory for - everything in the best way for
  • host - a person who receives or entertains other people as guests
  • in advance – ahead of time (same as beforehand)
  • increase the volume - make volume higher
  • inform - give (someone) facts or information; tell
  • information - facts provided or learned about something or someone
  • invitation - the action of inviting someone to go somewhere or to do something
  • late evening - evening close to midnight
  • meeting - an assembly of people for a particular purpose, especially for formal discussion
  • meeting room – room for negotiation
  • meeting runs more smoothly - meeting continue without problem
  • negotiation - discussion aimed at reaching an agreement
  • obstruct - block (an opening, path, road, etc.); be or get in the way
  • partial acceptance - I would like to attend part of the meeting
  • participants - a person who takes part in something
  • possession is 9/10ths of the law - is an expression meaning that ownership is easier to maintain if one has possession of something, or difficult to enforce if one does not
  • purpose - the reason for which something is done or created or for which something exists
  • regret - not coming (reject)
  • request to change details - request if some details doesn’t fit
  • running late - is an idiomatic phrase that means, essentially, "late" or "being late," with the caveat that "being late" is more a translation than a phrase that people use
  • solve - find an answer to, explanation for, or means of
  • sorry for the delay - sorry for being late
  • sorry I am late - sorry for being late
  • to discuss the salient points - to discuss the most important points
  • venue - the place where something happens, especially an organized event such as a concert, conference, or sports competition

Sources of information was used for preparing this article:

  1. Task Pigeon Blog

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