organization of business trips

Business travel organization: effective meetings

Business meetings are an important part of the business travel organization and are an increasingly frequent and necessary activity among company managers. Their purpose is based on closing possible agreements, collaborations and strengthening the relationship between different companies.

Define the goals

We must make it clear what the purpose of the meeting is: to explain the services of our product? To obtain a sale?

It is important to set objectives and focus the visit to achieve them in order to have a good business travel organization.

Plan your visit in advance

You must specify the topics to be discussed and inform all attendees. To do so, you can call for a meeting at any online calendar to make sure that all attendees confirm their meeting and briefly explain the points to be addressed.

Try to see all possible scenarios that could be addressed during the meeting and prepare something about each of them. This is perhaps the most important part of having a good business travel organization.

Select the people who will participate

The purpose of business meetings is to meet the objectives established a priori. Therefore, you must select the right people to accompany you in the meeting.

When it comes to developing your organization of business trip it is important that you are clear about who is the person you are interested in sitting down with. That is to say, if we want to sell a business idea or a product to a company or group of companies, it would be convenient to be attended by the right person or with enough power to help you achieve your goal.

organization of business trips

If instead you sit down with another profile of person, you may be making a mistake when presenting your idea, since it will not be heard by the right person.

Value the time

Time is a key factor in business meetings. It is as important to arrive at the scheduled time as it is not to extend the visit beyond the scheduled time.

Do not keep the other attendees waiting, as this will generate a bad image of you and the beginning of the meeting will not be the desired one.

In addition, it is important not to exceed the time of the conversation. Therefore, it would be advisable to schedule a time slot for each point of the meeting, so that we do not exceed the scheduled time and do not go beyond our established business travel organization.

Time is precious and should not be wasted. Therefore, any topic that goes off schedule is best left undeveloped and saved for a future meeting.

The other attendees will have tasks to do once the meeting is over, so we must optimize time and stay within our points.

Business travel arrangements: During the meeting

Although it is not a factor that will determine whether a meeting will go well or badly, it is a relevant detail that you should take care of.

Analyze what type of meeting you are going to have. Perhaps the meeting can be informal and you don't need to wear a suit, and vice versa. You have to take care of the small details that can also influence the course of the meeting.

In addition to your attire, it is a good idea to bring your business card in perfect condition in case the people you are meeting request information about your contact.

Other details at the time of having a good organization of business trips, although of less importance, would be the position in which you sit during the course of the meeting. Avoid postures that show tiredness, disinterest in any topic or idea of one of the attendees. Try to sit upright, leaning against the back of the chair and not leaning on it.

Taking care of gestures is also a detail that is not usually taken into account but that transmits more than you think. Excessive hand movements, scratching, or touching your nose can be symptoms of nervousness and can be transmitted unconsciously to other attendees.

Don't go off the rails.

As we have already mentioned, the time factor is very important. Not only at the time of arrival and departure, but also during the course of the meeting.

Be clear about the objectives that you defined for your organization of business tripIt is important to focus on the ideas that were present in our mind and make the most of them. It is important to focus on the ideas that were present in our mind and express them to the maximum.

Therefore, avoid any change of subject matter that you are not interested in addressing, as this will cause you to move away from the topic that you had mainly proposed. However, do not be too abrupt. It is good to comment on any topic that the attendees have brought up in order to create a good atmosphere in the meeting and strengthen ties.

Another factor regarding time is speaking turns. It is advisable that all attendees avoid speaking at the same time. Respecting each other's turns and ideas is important for good communication and to enhance the atmosphere of the meeting.

Solve the doubts

During the meeting it is very possible that any of the attendees may have some doubts about the topic you have proposed. It is important that you make clear what your idea is and try to resolve any doubts or "fight" any objections that may arise.

Save all information

Quite a few important points are likely to be addressed during the meeting. This generates a lot of relevant information for possible future decisions.

Therefore, it is important that you make a report of the meeting, record everything that has been discussed, so that you can have a continuous follow-up of the topics discussed.

save information about my business travel organization

Another tip for a good organization of business trips is that when taking notes and relevant information, reflect everything important in a folder in the cloud, to avoid possible loss of information and everything that goes with it.

We also offer you our free resource, a business travel agenda where you can organize all your notes related to the trip.

Follow-up of the points discussed

Once the meeting is over, it is advisable to follow up on everything that has been discussed, the decisions made and put into practice those tasks necessary to achieve the objectives set.

A good way to make sure that these decisions are followed through is to draw up a timetable so that you can meet the agreed-upon dates.

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