Five rules of a successful business meeting

July 30 2019

Five rules of a successful business meeting

The success of a business meeting often determines whether you will attract new clients, find a job or get a promotion. Making a good impression is always worth your while. What is the secret behind such success? Learn about the simple rules that will drive your professional success.

A for agenda

A good plan is essential. A week before the meeting, consider the precise topic, draft a plan and determine an agenda for topics to be covered. Distribute the agenda to meeting participants two days before the agreed meeting date. This way they’ll be able to review it and propose changes.

See also: How to dress for a client meeting? 

T for time (and place)

Do not schedule a meeting to take place early in the morning or in the evening. Unless you want everybody to be late or daydream about finally returning home? Organize professional meetings in a conference room. If your company does not have one, rent a coworking space. This way you won’t have to clean or worry about equipment or catering – they will take care of everything. This is really convenient!

D for dress code

How you dress for the meeting reflects not only on you, but also on your company. If you make a good impression – you will earn brownie points at the very start. Remember: there’s no going back from a bad first impression. A professional look may help you establish relationships and achieve success. Ignoring it may not end well.

P for punctuality

Always arrive on time. Being late to important meetings demonstrates a lack of respect for the counterparties. It is better to be early than irritate those who appeared at the set time.

S for savoir-vivre

Business meetings are governed by specific rules. It is accepted that a person with a lower rank introduces themselves first. The handshake, on the other hand, is initiated by the person with a higher rank. If you have a management board above you – keep your head down.

The same goes for clients. If they want to, the client will initiate the handshake. When introducing yourself, state your full name and position. This of course only applies to the first meeting with your interlocutor.

Read also: 9 principles od writing business e-mails

Did you know…

Your body language should express openness during business meetings:

  • upright, yet relaxed body posture,

  • raise your head slightly, maintain eye contact and smile,

  • use limited gestures.


During a business meeting, keep your attention focused on the interlocutor. Do not answer calls, do not take your laptop with you (unless you need it for the meeting) and do not leave the meeting unnecessarily.

Be polite at the meeting. Stress your individual approach to your counterparty’s case and their needs. If you have time for small talk, only bring up pleasant topics.


Business cards are exchanged after the meeting. Read the business card before you put it away. If you are the one presenting your business card – do it in a way that will make it easy to read.

Summarize each meeting. Try to do it concisely and be precise. Remember that your summary should refer to the agenda. Include the summary in an e-mail and send it to all counterparties or associates.

Are you looking for a conference room to hold a business meeting? Click here!

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