How to Arrange a Business Meeting

Meetings give you and your business colleagues the opportunity to solidify working relationships, exchange ideas and solve problems. However, setting up a meeting isn't always as simple as sending an e-mail with a request to meet. There are logistics that happen behind the scenes to make sure people show up in the right place, on time and with the right ideas.

1.      Reveal Purpose

The first thing to consider when arranging a business meeting is why it needs to happen. Some meetings focus on team-building and making your company a more engaging place. Others support planning or implementing long-term projects, or break the news of a promotion. Meetings that are informal, shorter or have fewer participants are less likely to require an agenda. When you do need an agenda, include the meeting’s title, date, participants and overall aim at the top of your document. Follow with key topics for discussion – including introductions and next steps as necessary.

2.      Determine Participants

Select participants for the meeting who are in the immediate loop when it comes to information to be communicated or decisions to be made. There are technical aspects to who you invite but there’s also a “flavor” you want to create. Ideally, meeting attendees are eager to learn and share – respectfully giving as many ideas as they take. Individuals who make key decisions should be receptive to all information and willing to invest in the best possible outcomes. Avoid inviting more than eight participants to maintain good flow and structure. A moderator helps keep your meeting on track.

3.      Seek Convenient Location

Choose a meeting location practical to its goal and the number of participants. Hold a team-building meeting in a large open space that supports breakout groups or even physical activities. A conference room on a shared floor that has laptop plug-ins or perhaps an interactive whiteboard may be an ideal location. Discussing a promotion can take place in a private office that promises few interruptions. For common spaces, make reservations well in advance. Conference calls require dial-in lines and passkeys. Web hosting, often combined with telephone communication, has its own protocols, including online meeting space and passwords.

4.      Find The Time

Schedule a meeting time that’s convenient for all attendees. Use electronic calendars within the company’s network to identify possible slots. However, never arbitrarily schedule a meeting with these tools; confirm which options work best for each person. Email programs, like Google and Microsoft Outlook, allow you to send meeting invites that others can accept or reject. You can also use traditional email, sending a group message with no fewer than three prospective times. Ask others to reply with possibilities that do not work in order to arrive at times that do.

Business English: Making Appointments

How do you write an appointment email?

Being able to make, change and cancel appointments is an important skill in business English. Here are some expressions you can use to do this concisely and clearly.

Asking for an appointment

(formal situations)

I would like to arrange an appointment to discuss….

Please would you indicate a suitable time and place to meet?

(neutral)

Would it be possible to meet on (date) at your / our offices to discuss…?

(informal)

Can we meet (up) to talk about…?

Suggesting a time

(neutral)

Would Tuesday suit you?

Would you be available on Tuesday?

(informal)

What about…?

Let's say…

Agreeing to an appointment

(formal)

Thank you for your email. I would be available to discuss…. on (date) at (time and place).

(neutral / informal)

Tuesday sounds fine. Shall we say around (time) at (place)?

Saying a time is not convenient

(formal)

Unfortunately, I will be away on business during the week of July 6 – 11, so I will be unable to meet you then. However, if you were available in the following week, I would be glad to arrange a meeting with you.

I will be out of the office on Wednesday and Thursday, but I will be available on Friday afternoon.

Cancelling an appointment

(formal)

Unfortunately, due to some unforeseen business, I will be unable to keep our appointment for tomorrow afternoon.

Would it be possible to arrange another time later in the week?

(neutral)

I’m afraid that I have to cancel our meeting on Wednesday, as something unexpected has come up.

Would you be free to meet early next week?

Apologising

(formal)

I apologise for any inconvenience.

(informal)

I'm sorry about cancelling.

Asking for confirmation 

(neutral)

Please confirm if this date and time is suitable / convenient for you.

(informal)

Can you let me know if this is OK for you?

Writing to someone you don't know

If you don't know the person, you'll need to give some background information about yourself or your company.

I am… and I would be interested to meet you to discuss…

I would be grateful if you could indicate a convenient time to meet during this week.

I look forward to hearing from you.

References :

http://smallbusiness.chron.com/arrange-business-meeting-75187.html

http://www.english-at-home.com/business/english-appointments/