Meetings are essential to share information, develop strategy and make decisions, but all too often they can be a frustrating waste of time. With simple preparation, you can increase your chances of getting the best from business meetings.

1. Be clear about the point of the meeting. While you should remember that others will have objectives, you should maintain focus on your aims.

2. Agree attendees in advance. You need to ensure that you’re talking to key decision-makers, not people without the necessary authority.

3. Bring the right people with you. If you can’t answer questions on certain topics (eg technical details), saying that you’ll come back with an answer can waste people’s time. If you’re attending with a colleague, agree in advance how each of you will contribute to the meeting.

4. Agree the duration of a meeting. Do this while agreeing the time, location and date.

5. Brief all attendees in advance and draw up an agenda. Keep your objectives for the meeting in mind when writing it, but ensure that it covers items from other people’s perspective, too. Distribute the agenda and any extra information beforehand.

6. Hold your meeting in an environment where everyone will feel comfortable. With contacts from other organisations, try to alternate meetings between your premises and theirs. If you need to, choose a neutral venue.

7. Take plenty of business cards. Don’t forget extra copies of additional information, either. Arrive ten minutes early and switch off your mobile phone before the meeting begins.

8. Take responsibility for the direction of the meeting. Somebody needs to do this – if in doubt, politely assume this responsibility yourself. Ensure that all items on the agenda are discussed adequately, but keep things focused so that you don’t run out of time or stray from the point.

9. Agree a course of action for each point discussed. When you are unable to reach a resolution, it might be necessary to agree that you move on to the next point.

10. Follow up after the meeting. Write up action points and confirm them with all the attendees, even it’s just a quick email or telephone call. Always deliver on any actions you’ve agreed – failing to do so will undo the goodwill you’ve generated before and during the meeting.