A business meeting is part of the game of running a business because it’s an avenue for ideas to be shared, proposals presented and deals closed. But more than that, a business meeting is also an opportunity to create human connections with the people who will help your business grow and foster in the long run.
Now, if you’re expanding your business overseas, you know that organizing a business meeting is crucial to your success. So if you’re doing this for the first time, don’t worry because you have this cheatsheet to use:
- Determine what you want out of the meeting first.
You can’t just conduct a business meeting because you feel like it. Since you’re going to spend a good chunk of money on it, you have to make sure that you’re getting something out of it. Start by setting clear objectives and creating an agenda for what you want to accomplish. Then, you have to determine who should be in the meeting and what their roles are based on your objectives. With a list of participants, you can also start sending invitations to ensure that they can make time for your meeting.
- Find the best meeting venue.
The location of your business meeting will play a huge role in its success. You also need to book a venue before flying to ensure that you will have a place to conduct your business meeting. Thankfully, most cities today can already give you many options for venues. For instance, if you’re going to conduct a meeting in Singapore, Fairmont offers the best conference rooms in Singapore to cater to both small and large business meetings and corporate events. It’s very important to choose a venue that’s easily accessible and one with amenities that will give you and your guests utmost comfort and convenience.
- Set your budget.
Doing a business meeting overseas means that you’re not just spending for the meeting but also for your trip. This is why it’s best to set a budget early on to cover expenses like the meeting venue, flights, accommodations, transportation and food. With a budget in mind, it would be easier for you to arrange everything else, knowing what you have to work with.
- Make travel arrangements.
Booking your flights and accommodations as early as possible will give you enough time to prepare for the trip and also take advantage of discounts. If you’re trying to keep travel costs low, it’s best to book flights on a weekday since tickets can get expensive on the weekends. When it comes to accommodation, it’s best to choose a hotel where you’re also holding your meeting, so you won’t have to rush and worry about getting there on time.
Finally, it’s very important to learn about the city that you’re visiting. This will give you the chance to learn about local customs, culture, and language that will allow you to understand your participants and connect to them better. Remember that good cultural awareness is important to making sure that you have a successful business meeting. By showing respect to local culture, you’re also showing that you take your business seriously. Now if you’re visiting a city that doesn’t speak a lot of English, you can hire a translator to ensure that you will be understood during the meeting.
If you’re traveling to Singapore for a business meeting, check out the Fairmont Singapore to learn more about our accommodations where you can relax after a busy day and our conference rooms where you can conduct business meetings with ease.
