The most common reason to have a meeting is to discuss something face to face. It could be a new idea, a new opportunity, a problem, to brainstorm something, reach a decision about something or any number of things. But it all comes down to discussion and face to face interaction.

A lot of business communication is done via the phone, email, post, newsletters, company websites, intranets and extranets. These methods of communication have made life easier and communication quicker in a lot of respects.

They have opened up marketing possibilities and made B2B marketing and partnerships much more effective.

However great they are, they still cannot replace a face to face meeting. Discussing something face to face allows you to not only hear what is being spoken, giving you access to clues hidden in the speaker’s tone of voice but it also allows you to see the speaker. The observation of body language and facial muscles is very important as it allows you to read the person’s reaction to what you are saying as well as what they actually think about what they themselves are saying.

Only 7% of communication is spoken. The other 93% is made up of tone (38%) and body language (55%). So although facts and figures are easily communicated via email, letter or phone, an actual discussion or negotiation is best handled where you can see the other person and therefore are able to see for yourself what their tone and body have to say on the matter.

Meetings come in all shapes and sizes, from impromptu chats in the corridor, to weekly meetings and annual conferences. All meetings play an important role in business and at least some thought should be given to the planning, execution and follow up of each one.