- Top Ten Tips – Chairing A Meeting For Business
• Make sure you have clear aims and objectives for the meeting – many meetings are held in businesses for no better reason than that that’s what they’ve always done each month. That’s just not effective.
• Make sure the meeting has an agenda and that this has been issued to all participants in advance
3. Respond fully
Answer every question in the Request for Proposal (RFP), no matter how elementary or annoying. And make your compliance with the RFP obvious in your headings. Use the terms and jargon that the RFP uses.
4. Avoid banal headings
Don’t say “Strategy Section” when you can say “Our 10- Step Plan to Increase your Sales.” Use strong verbs in headings, especially verbs that stress benefits for the client.
5. If you are a C corporation that may owe tax with Form 1120, don’t forget that filing Form 7004 only extends the time to file the corporate income tax return. Form 7004 does not extend the time to pay any tax due with the return. So if you think you might owe, it is in your best interest to calculate an estimate of the balance due and pay that amount with the extension form. This is done on Lines 6, 7 and 8. Failure to pay the balance due by March 16 may result in late payment penalties and interest, even if you pay the tax by the extended due date of September 15.
6. Check the instructions for the proper address to send the form. There is more than one possible address, depending on your state and the size of your corporation.
7. Use concrete language
Avoid saying the general: “XYZ Company has considerable design experience in the areas of education and culture,” when you can say the concrete: “XYZ Company has a combined total of 187 years of experience designing booklets, manuals and posters for schools, universities and museums.”
8. Write in the active voice
Sentences written in the active voice are more direct and vigorous than those written in the passive. Don’t say this: “The writing and designing of the book will be done by our company,” when you can say this: “Our company will write and design your book.”
• At the end of the meeting ask the minute taker if s/he has any points that need clarifying. This gives the minute taker an opportunity to check details on the spot, and minutes can then be issued more quickly.
• Check the meeting minutes before issuing them, or having them issued, to the other participants and any team members who were absent
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