Business meeting Planning
Organisations differ, but in the main there will be a secretary or Personal Assistant (PA) who controls the diary of the manager you are visiting. The best way to set up a meeting is to arrange it with this person, and then call the day before to confirm your attendance. You are advised to check in advance if any resources or equipment you require are available, to prevent delays or embarrassment at the meeting.
Meetings can be confirmed via email and the majority of UK organisations use this method. The agenda and names of the attendees are often circulated in advance of the meeting.
Whilst many managers do work longer than the official 9am to 5.30pm, it is rare for meetings to be held outside this time. Normally, the time executives spend in their offices outside of these hours is set aside for them to catch up on work and correspondence they have not been able to get on top of during the day.
Punctuality is expected and appreciated in the UK, but no one really minds if you arrive a few minutes late for a one-to-one meeting, provided there is a good reason e.g. traffic. Obviously, if more people are involved, there is a greater likelihood that someone will have another engagement to attend.
Finally, it should be remembered that the transport network in the UK can frequently cause delays, which means you should always allow additional travelling time, especially when travelling to an important meeting. Local radio stations provide detailed travel information throughout the day, so if you get stuck in traffic, it is advisable to tune into a local station and telephone the person you are meeting if you are going to be late. This will enable the meeting chairperson to decide whether to wait, or whether to start the meeting as planned and give your apologies. Please beware that use of a mobile phone is not legal whilst driving. So, you should park in a safe place to make or answer any phone calls or use hands free kit.