Blog
   Hugo NKeba-Dounot
 in  Best practices
3 minutes

Why and how you should organise an information meeting for your company?

Information meetings are useful for communicating or specifying certain information to employees or potential customers. It’s a tool available to all companies, yet it is seldom used.

Internally, an information meeting provides an opportunity to communicate messages to a team and to make sure that employees have the same level of information. However, information meetings are also effective for dispelling any doubts that potential customers might have. Want to learn more? Let’s look at the benefits of this type of meeting and our tips for getting started.

What’s the purpose of an information meeting?

This meeting is often a recurrent group meeting that provides additional information about a service or a product. An information meeting can be held in person or online. In any case, it must offer your audience more detailed information than that which is available on your website or in your brochures.

To do so, the meeting generally takes place in two stages:

  • a presentation of the company’s products or services
  • a Q&A and discussion period

 

Apart from these main guidelines, you’re free to decide the format of your information meeting. So it’s up to you to create the most relevant, effective meeting for your company!

The objective of an information meeting is to sell your product or service, but let’s look at what sets it apart from other meeting formats. This type of meeting enables you to:

  • create an intermediate step in the customer journey between interest and purchase
  • concentrate on converting these leads into customers
  • create real engagement with the audience and thus facilitate conversion 

 

During an information meeting, you create a direct link with your audience, enabling you to capture the attention of your potential customers in a more effective way. For a potential customer, signing up for or attending an information meeting is already a first step. When the time comes, it’s up to you to convince them!

 

How do information meetings work?

 

a) Prepare your meeting properly in advance

As always, start by defining your objectives. Think about the messages and emotions that you want to convey and especially about the business action you want to encourage your participants to take. We highly recommend preparing presentation materials to help you get your messages across. This will help hold your audience’s attention, underline your message and make it memorable.

You can even take things a step further and create an interactive presentation! With a solution like Beekast, you can include multiple-choice quizzes, challenges or suggest surveys to promote engagement.

 

b) Tips for structuring your information meeting

During an information meeting your participants are, in principle, interested in your products or services and are there to clear up any lingering doubts. To convince them once and for all that your offer is relevant to them, we recommend allowing a lot of room for discussion to take place.

 

Even though your audience may be receptive and asks a lot of questions, getting the discussion going can be tricky sometimes. We recommend planning a few activities in case there aren’t enough questions. This is exactly the type of situation where an interactive solution like Beekast can save the day!

 

c) Plan for after the information meeting

Every information meeting must have previously set business objectives. For example: registration, a purchase, or visiting a specific landing page. When the meeting is over, you’ll need to track these results closely. 

 

Think about contacting the participants again over the next few days to follow up or get their feedback. On Beekast, you can cross this information with the platform’s statistics to analyse your meeting. You can see which activities worked best and which participants were the least or most engaged, for example.

 

All this precious data will help you improve from session to session and make your information meetings more effective!