organization of business trips

Organizing business trips: 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 this meeting is. To explain the services of our product? To get a sale?

It is important to set goals and focus the visit on achieving 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 ensure that all attendees confirm their meeting and briefly explain the points to be addressed.

Try to see all the possible scenarios that can 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 working meetings are intended to meet the objectives set 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 you sit down with another person's profile instead, you may be mistaken in 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 just as important to arrive on time as it is to not overstay your visit.

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

Also, it is important not to exceed the time of the conversation. Therefore, it would be a good idea to schedule a time for each point of the meeting, so that we do not exceed the time allotted and do not stray from our established business travel arrangements.

Time is a precious commodity that should not be wasted. Therefore, any topic that goes off the rails 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 the time and not get out of our points.

Organization of business trips: During the meeting

Dress, although not a factor in whether a meeting will go well or badly, is a relevant detail that you should take care of.

Figure out what kind of meeting you're gonna have. Maybe the meeting can be informal and you don't have 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 the attire, it would be a good idea to carry your business card in perfect condition in case the people you meet request information about your contact.

Other details when it comes to having a good business trip organization although of less importance would be the position you sit in during the course of the meeting. Avoid postures that show fatigue, disinterest in some subject or idea of one of the attendees. Try to sit straight, close to the back of the chair and not leaning over it.

Taking care of the gestures is also a detail that is not usually taken into account but that transmits more than you think. Excessive hand movement, scratching, or touching the nose can be symptoms of nervousness and can be unconsciously transmitted 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 you defined for your business triporganization, before the visit, and keep them in mind when starting the conversation. It is important to focus on the ideas that were present in your mind and squeeze them to the maximum.

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

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

It is possible that quite a few important points will be addressed during the meeting. All this generates a lot of relevant information for possible future decisions.

Therefore, it is important that you make a report of the meeting, leaving a record of everything that has been discussed, in order to have a continuous follow up of the topics discussed.

save information about my business travel organization

Another tip for good business travel organization is that when taking notes and relevant information reflect everything important in a cloud folder, 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 convenient to follow up on everything that has been discussed, the decisions taken and to put into practice those tasks that are necessary to achieve the objectives set.

A good way to ensure that these decisions evolve is to draw up a timetable so that the agreed dates can be met.

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