Join our Waitlist for Expert Advice!

5 Ways to Lay the Foundations for Success at Your Next Important Business Meeting Meetings are opportunities seized through good preparation.

By Jacqueline Whitmore Edited by Dan Bova

Opinions expressed by Entrepreneur contributors are their own.

Morsa Images | Getty Images

Congratulations, you've started your own business. Now it's time to go out and find some clients. This means that you will plan and attend myriad business meetings in order to make connections and generate some income.

Time is money, so don't fritter it away or lose focus because you haven't properly prepared. Make the most of your meeting time and use it as an opportunity for growth and prosperity.

As inventor and businessman Thomas Edison reminds us, "We should remember that good fortune often happens when opportunity meets with preparation."

With these words in mind, here are some useful tips on how to plan and prepare for your next big meeting.

1. Identify the purpose and objective of the meeting.

Ask yourself what you want to achieve with each meeting. Do you want to become more visible in your community, become better known within your industry, or solve a client's burning problem? Clarifying your goal helps you to steer the meeting in the right direction.

Do your research. Read all pertinent documents, trade journals and emails. Determine how long the meeting will last and plan for how to set the pace and tone. Think of potential questions you might get asked and have answers ready. And always go into a meeting with your own set of questions.

Related: You've Had the Annual Strategy Development Meeting. Now What?

2. Have a positive attitude.

How you approach a meeting is as equally important as the message, and sets the tone for what follows. "Always go into meetings or negotiations with a positive attitude. Tell yourself you're going to make this the best deal for all parties,'' said Natalie Massenet, founder of fashion portal Net-a-Porter. If you think you will fail, you probably will. Try using positive affirmations like "This meeting is going to go well," and "I'm going to do the best job possible." Remember to smile and take a deep breath before entering the room.

Related: 4 Ways to Maintain a Positive Attitude Even When You're Stressed

3. Gather and organize materials and equipment.

To keep a meeting flowing smoothly and successfully, arrange in advance for necessary supplies and equipment. Print out materials and an agenda so everyone in attendance can follow along and fully participate, and inform other participants if they need to bring materials as well. Don't leave people guessing as to why they are meeting with you. State your purpose and be as prepared as possible.

Ensure that the computer and projector work properly, and if you will be using your laptop, be sure you know how to connect it to the projector. And don't forget to bring the power source and a wireless remote. You want to avoid stress by eliminating any technical problems. If you are hosting a meeting, arrive early to check the room temperature, lighting and the seating arrangements. And while it may seem insignificant, make sure you provide refreshments for everyone.

Related: The Number One Lesson You Can Learn from Fyre Festival: Preparation is Everything

4. Practice public speaking.

"Your ability to communicate with others will account for fully 85% of your success in your business and in your life,'' said Brian Tracy, motivational speaker and author of The Psychology of Achievement.

Many people don't think about their public speaking skills until the time comes for them to actually speak in public. Even if you have prepared the best presentation ever, if your rhetorical skills are far from perfect, the meeting could suffer.

Practice your public speaking whenever possible, especially if you aren't too confident in your skills. Join Toastmasters or take a course at your local college or university. It will boost your confidence in meetings, and help you feel more comfortable around others, which will ultimately lead to a more successful meeting.

Related: 7 Powerful Public Speaking Tips From One of the Most-Watched TED Talks Speakers

5. Set the next goal.

Before you leave your meeting, set action items, assign responsibility and be sure to follow up. If you are meeting with a new or existing client, set the time and place for your next meeting, and thank them for inviting you. And it never hurts to write a thank-you note after an important meeting so you leave the client with a positive first impression.

Whether your meeting involves just your team members and co-workers, or extends to investors, industry leaders or clients, following these simple yet crucial steps will allow you to reach, and perhaps exceed, your meeting goals.

Jacqueline Whitmore

Author, Business Etiquette Expert and Founder of The Protocol School of Palm Beach

Jacqueline Whitmore is an etiquette expert and founder of the Protocol School of Palm Beach in Palm Beach, Fla. She is the author of Poised for Success: Mastering the Four Qualities That Distinguish Outstanding Professionals (St. Martin's Press, 2011) and Business Class: Etiquette Essentials for Success at Work (St. Martin's Press, 2005).

Want to be an Entrepreneur Leadership Network contributor? Apply now to join.

Money & Finance

The Government Is Forcing Business Owners to Share Personal Data or Get Fined $10,000 — So Why Don't More People Know About It?

The Treasury Department wants to know who owns your business, and the smaller your business, the more attention you should pay.

Money & Finance

Customers Have a Favorite Payment Method — But 30% of Businesses Don't Accept It. Are You Driving Business Away?

This article examines the surprising gap between what consumers want in payment options and what small businesses currently offer. It also provides strategies for small business owners looking to adapt to these preferences and enhance customer loyalty.

Leadership

Could We Have The First Native American Woman Governor? DEI Expert Weighs In On What Allyship Should Look Like If History Is Made.

We can all learn more about what it means to be a better ally for those who are the "firsts" in their space. Here are three strategies around allyship this DEI expert recommends to her diversity, equity and inclusion (DEI) consultancy clients.

Business Ideas

63 Small Business Ideas to Start in 2024

We put together a list of the best, most profitable small business ideas for entrepreneurs to pursue in 2024.

Business News

'Additional Human Touch': Starbucks Has a Turnaround Plan That Includes Buying 200,000 Sharpies. Here's Why.

Faced with declining sales, Starbucks has a comeback plan that involves several changes to stores and menus. Here's a look at the changes coming to your store.