C1 Session 7 - Meetings & Events

Key Questions

WHO will be attending the meeting/event?   

WHAT are the goals of the meeting/event? 

WHEN you get there who should you ask for? What is their role?

WHERE will the meeting/event be held? Confirm; the place, day, date, time, etc

WHY are you being asked to attend the meeting/event? What will your role be?

HOW should you dress? How long will the meeting/event be? will you be staying the entire time?

Self-Reflection Points

•  When setting up a meeting find out how many people you have to prepare for. Always prepare for unexpected guests. 

• If possible, visit the location beforehand so you can have the foresight of the travel situation, if there will be a lot of stairs to climb, parking available, check-in procedure, etc.  

• Titles and roles can be different from place to place, Be clear as to what task you will be performing when you arrive as well as the expected outcome. 

• It's a good idea to keep notes. It is easy to forget minor details.

•  Many people believe that “if you are not early you are late”. It's always best to plan to be at least 30 mins. to 1 hour early in case, you forget anything or to get yourself comfortable.

• Plan for the unexpected for example; Weather changes, emergencies, changes with the person/s you will be meeting with, etc.

• Before you enter the meeting be sure to, go to the bathroom, wash your hands, check that your dress and grooming are up to par,  get your belongings in order, and never forget to breathe and relax. Some people view nervous people as untrustworthy. 

•  Always use proper business etiquette, ie; shaking hands, holding the door, using a mild tone of voice, waiting to be seated, avoiding using slang words, greeting everyone in the room with a friendly smile, etc.

•  Remember you have one mouth and two ears. Listen carefully before responding. 

• The more prepared you are the more comfortable you’ll feel. This will help you to avoid over-talking or overwhelming the person with unnecessary information. 

• Always let someone know where you are and how long you should be there. Have them check in with you. Safety first.

Q -How has this session helped you to formulate a plan to accomplish your objectives? 

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