The PPT Approach: How to Prepare for a Professional Meeting

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The PPT Approach: How to Prepare for a Professional Meeting

by Deepa Singh



Meetings, whether personal or professional, serve as crucial opportunities to connect, learn, and build relationships. Especially, Purposeful professional meetings play a pivotal role in promoting business growth and exploring new opportunities.  It is natural to have butterflies in your stomach, whether you’re meeting with your principal, teacher, boss, manager, business partner, or client, due to uncertainty about the reactions, the meeting’s outcome, or unexpected situations. 

To alleviate this, consider the PPT (Person, Place & Thing) concept: Who are you meeting? Where is the meeting taking place? And what specific topics are you discussing? Understanding the approach in detail can enhance the chances of a fruitful meeting.

  • Personal appearance is always crucial for any meeting. It creates interest and positivity. Strong and effective use of verbal and non-verbal communication is a recommended. Consider the role, personality, and communication style of another party. Click to know more Magnetic Persona.
  • Consider the location, time, venue and mode of transport of the meeting. The place of meeting must be well arranged and sufficient. Peaceful and well-lit space makes an optimistic aura. A space with comfort and with minimized distractions is an opportunity for open and healthy business discussions. 
  • The agenda of meeting must be known for good outcome. Both the parties may exchange details beforehand for better understanding and preparation of relevant information, of the matter to be discussed. Think about potential questions or objections and identify next steps.
  • Understand and reflect what you and the other party expect from the meeting. Transparency builds trust, understanding and collaboration. Be honest and uncover your hundred percent intention to turn the meeting a success.
  • Know the common objectives of both the parties for a sustainable ground of discussion. Research the partner/client’s background, needs, and expectations.
  • Before presenting your proposal, thoroughly understand their pain points, goals, and priorities. Make it a point, how your proposal benefits them. Emphasize Unique Selling Points (USPs) and explain how each feature directly benefits them.
  • Flexibility provides room to breathe during meetings. Unexpected curves during the meeting can be managed through flexibility. By active listening, the new requirements, creative solutions, and clues from other party can be generated. Be ready to adjust based on the feedback.
  • Finally, positive mindset is the key to success.  Consider the meeting as an opportunity for growth and learning. 
  • Click to know more: Carol Dweck’s concept of a growth mindset.

It is difficult to predict a meeting output. Understanding your mind and agenda of meeting and putting it forth honestly play a significant role. Most important is how many above things you can execute during a meeting. Provide your feedback in comment if these tips are helpful to you.


Prayas The Pravartan is a beacon of inspiration, offering a spectrum of services including lectures, personal mentorship, public presentations, interactive workshops, and stirring orations. We engage with a wide array of individuals—students seeking direction, educators shaping futures, and professionals nurturing growth. Our mission is to cultivate confidence, foster a positive outlook, refine behavioral interactions, and sharpen communication and interpersonal skills. We also aim to develop leadership acumen and managerial finesse. As passionate champions for the education of underprivileged children and women, we are deeply involved in social awareness campaigns. At Prayas, we embrace the belief that life is a journey of perpetual evolution, each step preparing us for the subsequent pinnacle.

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