The Art of Strategic Preparation for High-Level Meetings: A Participation Guide

For business leaders working across global markets, high-level meetings are not just simple gatherings; they are platforms filled with both strategic opportunities and potential risks. Attending such meetings calls for careful preparation and diplomatic awareness. In the words of former US President Dwight D. Eisenhower, “Plans are worthless, but planning is everything.” As highlighted by the Harvard Business Review, there is a strong link between preparation and the likelihood of achieving successful results. The way a leader prepares mentally and strategically before a meeting has a significant impact on how the meeting will unfold. Below, from a management consultant’s point of view, the strategic actions and approaches that leaders should take to make the most of high-level meetings in international business and diplomacy are discussed.

1. Grasping the setting of the meeting and analysing its context

The foundation of every effective meeting lies in correctly understanding its environment. Leaders must thoroughly assess where the meeting will be held, what it will address, and who will participate. This process involves uncovering the diplomatic and business dynamics that shape the background of the meeting. For instance, what historical developments and current events have led to the inclusion of certain topics on the agenda? What cultural and institutional backgrounds do the other participating leaders or executives come from? Thinking through these types of questions in advance will give the leader valuable insights. Indeed, one of the defining traits of successful leaders is their ability to “know where the table is placed before putting the issue on it.”

A leader should approach meeting preparation with the same rigour as an intelligence briefing. Stakeholder analysis is a key tool in this process. By identifying in advance the motivations, interests, and potential behaviours of every stakeholder expected at the meeting, a leader can avoid being caught off guard during discussions. As noted in business literature, “a thorough plan can contribute greatly to the success of any meeting.” Planning here refers not only to logistical details, but also to a deep analysis of content and context. For example, Amazon’s founder Jeff Bezos established a principle of always considering the customer’s viewpoint before each meeting. He demonstrated this by placing an empty chair in meetings to symbolise the customer, ensuring that every decision remained centred on customer needs. This imaginative method reflects a form of strategic preparation where the leader frames the meeting around the customer’s expectations.

Historical cases also underscore the value of context analysis. For instance, when preparing for the Microsoft–US Government talks in the late 1990s, Bill Gates’s team thoroughly analysed the legal and political environment and came to the table ready for every scenario. Likewise, Nelson Mandela approached diplomacy with great care, taking the time to learn about the backgrounds, cultures, and languages of those with whom he was about to negotiate. This helped him better grasp their viewpoints going into the meeting. Such efforts to understand the broader context help a leader shed light on the “unseen stage” of a meeting. Peter Drucker’s insight on communication resonates here: “The most important thing in communication is hearing what isn’t said.” When preparing for a meeting, a leader should look beyond the formal agenda to detect underlying signals, hidden messages, and unspoken intentions. This kind of intellectual groundwork gives the leader a strategic edge once the meeting begins.

2. Strategically shaping the leader’s role in the meeting

In every meeting, a leader has various roles they can take on, and successful leaders are those who define their role strategically in advance. A leader should be clear about the position they intend to assume in the meeting and the kind of impact they want to leave. This is a key element of preparation often highlighted by consultants: a leader may choose to act as a moderator, a negotiator, a thought leader, or a listener, depending on which role best supports the meeting’s objectives.

For instance, before attending a critical meeting, Steve Jobs would first decide what role he would play. Apple’s iconic CEO would adopt the role of a challenger, posing tough questions to his team during creative internal brainstorming sessions. In contrast, during major business negotiations, he would step into the role of a thoughtful listener who voiced a clear and bold vision at pivotal moments. Jobs also avoided overcrowded meetings. Following the principle of “keep meetings as small as possible,” he ensured that only relevant and accountable individuals were present. This gave him a better opportunity to carry out his role effectively. Indeed, Jobs once declined to attend a large gathering organised by Barack Obama with tech leaders, feeling that the number of participants was excessive. This decision illustrates his strategic view of leadership roles and his sensitivity to productivity.

Similarly, Jeff Bezos cultivated Amazon’s meeting culture based on his own strategic understanding of leadership. In decision-making meetings, Bezos promoted a “constructive dissenter” role, encouraging disagreement and open debate. He did not appreciate managers who stayed quiet just to blend in. At Amazon, it is part of the culture to voice disagreement respectfully rather than suppress genuine opinions for the sake of “social harmony.” This approach stems from Bezos’s positioning himself as a defender of truth during meetings. Another example of his strategic role design is the “two-pizza rule.” According to this principle, if a meeting has too many people to be fed with two pizzas, it is considered inefficient. With this rule, Bezos defined the leader’s role not as managing a large crowd, but as guiding a small team in a focused manner.

Strategically shaping a leader’s role also involves planning not just what will be said in the meeting, but also what should intentionally be left unsaid. In some situations, the most effective leadership comes from staying silent and listening, speaking up only at key moments to guide the conversation. Microsoft CEO Satya Nadella captures this approach in a simple formula: “Listen more, talk less, and be decisive when it counts.” Nadella’s principle of “talking less” means that the leader should not always be the dominant figure in the meeting, but rather, step back when necessary to absorb information. This allows the leader to take on their role, for example, the role of being the person who announces the decision, on much more solid ground when the time is right. Indeed, while Nadella assumes the decision-making role at the end of meetings, he always assigns responsibility to ensure the decisions are implemented. His statement, “If a task is not assigned to someone, it never gets done,” demonstrates his determination to turn the role design into action.

With examples like these in mind, leaders are expected to ask themselves the following questions before a meeting: “What is my primary mission in this meeting? Will I be the listener, the guide, the facilitator of agreement, or the one who sets the vision?” Consultants have noted that leaders who answer these questions in advance tend to act with much greater confidence and strategic clarity during the meeting. Defining the role beforehand not only brings focus to the leader’s mindset but also helps them present consistent leadership to their team.

3. Preparing the content and behavior for the meeting

One of the most tangible parts of meeting preparation is developing the content of what the leader will say and the behavioural repertoire they will use. Successful leaders do not rely on spontaneity when it comes to what they will say. They build their remarks around deliberate and strategic messages. This does not mean memorising a script. On the contrary, it means mastering the material so well that they can speak naturally and convincingly without referring to notes. For example, Steve Jobs did not allow PowerPoint presentations in internal meetings and preferred “freely flowing, face-to-face discussions.” This style required preparing the content in advance so that it could be delivered smoothly in a spontaneous exchange. Leaders like Jobs and Bezos focus their preparation on written narratives. At Amazon, 4 to 6-page narrative memos are read in silence during the first 20 minutes of the meeting, after which the discussion begins. As Bezos puts it, “A good narrative structure leads to better thinking and clearer priorities.” That is why it is critically important for a leader to prepare their own narrative, core messages, and supporting data ahead of time.

Having the right data and information is a critical element of content preparation. There is a well-known saying among management consultants: “In God we trust, all others must bring data.” This phrase humorously reminds us that in high-level meetings, arguments should be backed by solid data rather than emotions or assumptions. In fact, senior executives consistently come to key meetings equipped with current figures, detailed analyses, and benchmarks. If a CEO is going to talk about the investment climate in their country during a global meeting, they do not rely on general impressions. They offer concrete examples drawn from economic indicators and back up success stories with numbers. This significantly increases the persuasiveness of their message. As part of their preparation, leaders should clarify their main messages and ideally group them into three core themes. This is because the human brain retains up to three central ideas most effectively. It is also known that Satya Nadella often uses a “three priorities” framework to improve communication within his company. This helps keep attention centred on key points throughout the meeting.

Preparing a behavioural game plan is just as vital as content preparation. Leaders should carefully think through their body language, tone, emphasis points, and even the pauses they will take. First impressions can shape how a meeting unfolds. Body language experts note that making a positive first impression is far easier than fixing a negative one later. Therefore, a leader should walk into the meeting with upright posture, purposeful facial expressions, and a calm, confident presence. For instance, a Forbes article highlights that standing tall with shoulders back and using controlled, calm gestures helps project confidence. Such cues can be rehearsed to reflect across the leader’s entire body language, from the way they walk to how they shake hands. Some leaders even rehearse in front of a mirror or ask colleagues to run through mock sessions before an important meeting.  These types of preparation help the leader appear calm and resolute during the meeting.

Anticipating different scenarios is also a key part of behavioural planning. The leader anticipates facing tough questions or unexpected objections during the meeting and develops response strategies accordingly. For example, before heading into an international partnership meeting, the CEO of a global company might hold brainstorming sessions with advisors to explore questions like, “What do we say if they ask for a lower price?” or “How do we react if a technical issue comes up?” This approach minimises the risk of being unprepared. Professional coaches often advise leaders to be ready for the question, “So what?”, meaning every point they present should have a clear and meaningful takeaway for the audience. Thinking through potential tough questions and “what if” scenarios beforehand improves the leader’s ability to respond swiftly in the moment.

Another crucial aspect of preparation involves mental and emotional readiness. High-stakes meetings naturally bring performance pressure, and even seasoned leaders can feel nervous at times. As Mark Twain humorously put it, “There are two types of speakers: the nervous and the liars,” implying that everyone feels nervous when speaking in front of an important group. It is the leader’s job to acknowledge and manage that reality. Experts in performance psychology emphasise the value of positive visualization and breathing exercises in handling this challenge. A leader who takes a few minutes before the meeting to visualise a successful outcome and calm their heart rate through deep breathing is likely to be more mentally clear and emotionally steady when the meeting begins. These kinds of mental preparations should be treated as part of the leader’s behavioural toolkit and approached with seriousness.

4. Staying aware and managing communication during the meeting

Once the meeting begins, the preparation enters its testing phase. At this point, one of the most vital skills for the leader is to maintain situational awareness and manage communication with precision. Situational awareness can be described simply as “reading the room.” The leader should pay attention not only to their own remarks, but also to the body language, facial expressions, and interactions of the other participants. Just as the notes taken during the meeting are important, so too are the things not written down, such as observations and intuitions. For instance, a leader who notices that a manager avoids eye contact or gives short, formal responses when a certain topic arises may sense hesitation and decide to explore the issue further. Such subtleties are captured through the leader’s awareness during the meeting.

Active listening and empathy are essential to effective communication management. Strong leaders truly pay attention to others when they speak, rather than waiting for their own turn or focusing on what they plan to say next. Legendary leader Nelson Mandela had a striking approach to this. In his own words, he succeeded in becoming a good leader by learning to be the last person to speak. Having watched his father listen to everyone before sharing his own thoughts during tribal council meetings, Mandela adopted the same method, allowing people to fully express their views. Today, this method is taught in leadership development programs as the “speak last” principle. Its purpose is to show that the leader is genuinely listening and to allow them to provide a thoughtful summary at the end. Microsoft CEO Satya Nadella also emphasises listening over speaking in meetings, choosing to absorb a range of views in order to make the most informed decisions. His motto, “listen more, talk less,” speaks directly to this mindset.

Managing communication in a meeting is not only about the leader’s own speaking ability, but also about how they guide the flow of conversation. The art of asking questions plays a key role here. A skilled leader can deepen the discussion or bring it back on track with a well-timed and well-phrased question. For instance, if a discussion becomes a repetitive cycle, the leader may steer the group back toward strategic goals by asking a focusing question such as, “What is our main priority in this discussion?” Or, if someone with expertise has remained silent, the leader might prompt engagement by saying, “I would like to hear Mr./Ms. X’s thoughts on this.” Leadership experts like Simon Sinek note that when leaders actively include others in the conversation, it helps build a culture of trust. People who feel heard are more likely to trust and remain loyal to the leader.

Emotional intelligence also plays a key role during meetings. A leader must be able to manage their own emotions, as well as those of others. This is especially important in tense or high-pressure meetings, where staying calm, using constructive language, and avoiding reactive behaviour are crucial. In moments of disagreement, a leader should be able to ease the tension, perhaps through a small joke or a kind gesture. Body language management also becomes important here. Even when a discussion intensifies, the leader should remain calm, control their voice, and continue listening with open body language. It is often said that people may forget your words, but they will always remember how you made them feel. Other leaders in the room closely observe your behaviour. A defensive or aggressive tone will be noticed immediately and can block progress. In contrast, calmness and respect increase the leader’s credibility during the meeting.

Time management during the meeting is also an important part of effective communication. The leader must ensure that every item on the agenda is addressed within the allocated time and that the meeting progresses toward its intended goal. If a key topic remains undiscussed as the meeting nears its end, it is the leader’s responsibility to raise it. A flexible agenda prepared in advance can be helpful here, though adjustments may be made on the spot when needed, or follow-up meetings can be proposed. The important thing is to make sure the meeting concludes with a clear and purposeful outcome. Satya Nadella’s principle, “be decisive when the time comes,” applies directly here. After enough listening and discussion, a leader should bring the meeting to a close with either a specific decision or a meaningful summary. In doing so, the leader draws upon notes and observations made throughout the meeting and presents a conclusion that either reflects consensus or at least clarifies the final direction to all involved.

In short, the leader must act like an orchestra conductor during the meeting. They must tune in to every instrument (participant), adjust the pace when necessary, and resolve any disharmony to keep things on track. Such awareness and communication skills increase the effectiveness of the meeting and leave a strong, positive impression on the rest of the participants.

5. Action and knowledge management after the meeting

The end of a meeting signals the beginning of a new stage in the leader’s role. Managing follow-up actions and institutional memory is a critical responsibility that should never be overlooked. One of the biggest differences between a successful meeting and a failed one is whether the decisions actually lead to implementation afterwards. That is why the leader must already have a follow-up process in place before the meeting ends.

The first step is to ensure that all decisions and key points are written down. As the saying goes, “spoken words are lost, but written ones endure.” This is equally true in the business world. If a roadmap, division of responsibilities, or new idea agreed upon during the meeting is not documented in the minutes or captured in a post-meeting report, it will never become part of institutional memory. Apple’s “DRI (Directly Responsible Individual)” system is a notable example of this. In this system, which became part of Apple’s culture during Steve Jobs’s tenure, each action item discussed in a meeting had the name of a responsible person written next to it, and everyone knew who was supposed to do what and by when. The words of a former Apple employee, “Every effective meeting has an action list, and each item has a DRI,” reveal the clarity of post-meeting action management. This kind of structure ensures that decisions do not get lost but are followed through effectively.

Leaders should share a summary and a follow-up plan as soon as possible after the meeting. This principle applies across all levels, whether in international diplomatic summits or internal executive board meetings. For instance, following a major partnership meeting, a leader can send an email to their team and stakeholders summarising the meeting’s results. This message should clearly outline the decisions made, who is responsible for each action, and the timeline involved. Following up in this way prevents misunderstandings and builds a sense of accountability among all parties. According to a study published in MIT Sloan Management Review, removing post-meeting ambiguity also helps prevent the emergence of informal follow-up meetings that could distort the original outcomes. In other words, when closing a formal meeting, the leader should do so in a way that keeps the process moving forward. Otherwise, rumours or confusion after the meeting could damage the progress made.

Memory management is especially important for maintaining continuity and supporting institutional learning. Organisations move forward by learning from each important meeting. For this reason, leaders should not skip the steps of reflection and documentation after meetings. Successful CEOs, for example, often hold short debrief sessions with their teams after key meetings, asking questions like, “What did we accomplish, what did we fall short on? What should we do next? What did we learn from this meeting?” Such reflections help reinforce the discussion and draw lessons that can guide future decisions. Such evaluations contribute to institutional memory and create a small but valuable body of guidance for similar meetings within the organisation. Moreover, any new data, shared files, or presentations from the meeting should be uploaded to internal knowledge platforms (such as the intranet or information management systems) and made accessible to the relevant team members. This creates a record and knowledge repository that can be referenced even years later.

Perhaps the most concrete indicator of follow-up and memory management is the scheduling and tracking of actions. The leader must ensure that the tasks decided upon during the meeting are linked to a specific timeline. For example, a clearly stated plan such as “To reach this target within 90 days, steps X and Y will be taken, and the responsible individuals are A and B,” ensures that the meeting translates into concrete outcomes. As a practical consulting method, it is often recommended to ask every participant at the end of the meeting to clearly state aloud “what they will do, on which topic, and by what deadline.” This reinforces their commitment. There is a common saying in business: “A meeting without follow-up is as good as not having happened.” The success of a meeting is ultimately determined by whether the decisions made actually lead to action. In this regard, planning follow-up meetings can be beneficial. In long-term projects or diplomatic efforts, especially, scheduling regular progress reviews after the main meeting allows the team to evaluate whether the process is moving forward as intended. The leader should proactively manage the process by anticipating and scheduling such next steps in advance.

Finally, leaders should see relationship management as a vital part of memory management. The relationships formed during the meeting should continue to be nurtured even after it ends. For example, sending a thank-you message to participants after an important meeting, expressing satisfaction with what was agreed upon, or sharing enthusiasm for upcoming work can have a lasting positive impact. Such gestures are part of both the rules of diplomatic courtesy and the relationship management practices of the modern business world. Reputation management continues not only within the meeting room but also after the meeting ends. A leader who leaves a good impression during the meeting and reinforces it with a careful follow-up attitude builds long-term trust.

In short, the real work does not end with the meeting; in fact, it begins afterwards. The leader must take ownership of the decisions made and act as the guardian of the initiatives they have launched. Follow-up and memory management are the unsung pillars of strategic leadership. They may not be visible, but they shape the outcomes. Every great leader has behind them a history of well-managed meeting records and carefully tracked action items.

6. Gift-giving: The Art of Offering Culturally Significant Gifts

Across different cultures, gift-giving is recognised as a universal symbol of goodwill, appreciation, and respect. A well-selected gift can communicate feelings beyond words and help form a meaningful connection. According to established protocol, a gift strengthens feelings of respect, affection, and friendship, and often helps express what words cannot. To achieve this effect, a gift should be selected with cultural and institutional meaning in mind.

• Let the Gift Have a Story: A gift should tell a story, not just about the object itself, but also about your organisational identity. For example, if you are offering a ceramic vase known for its intricate patterns, include a brief explanation of the historical or cultural significance of those motifs. This transforms the item from a mere object into a keepsake that carries a message. Experts note that personalised and carefully chosen gifts tend to leave a more lasting impression in international business settings. A small engraving, a handwritten note, or a personal anecdote related to the item can turn the gift into something truly memorable.
• Cultural Symbols and Their Meaning: A gift should carry symbolic value that resonates with the recipient’s culture or values as much as possible. This approach not only shows respect to the other party but also strengthens the relationship. For example, when offering a gift to a Japanese business partner, presenting it in line with Japan’s “tsutsumi” tradition (the art of elegant wrapping) can significantly elevate the meaning of the gesture. Likewise, when giving a handwoven textile to a partner from India, mentioning the historical significance of this craft in the region can help establish a meaningful cultural bond. Symbolic gifts that hold emotional significance tend to be remembered and appreciated in international business settings.

China’s practice, known as “panda diplomacy”, is a classic example of the power of symbolic gifts in international relations. In the 1970s, the Chinese government gifted live pandas to certain countries as a gesture of goodwill. This was not just the gift of an adorable animal, but a message of peace and friendship conveyed through a cultural symbol. These pandas left a lasting impression on host countries, helped strengthen bilateral ties, and illustrated the strategic role gift-giving can play.

• Reflecting Organisational Values: When choosing a gift, it should reflect the values and identity of your company or institution. For example, a company committed to sustainability might offer a handmade object crafted from recycled materials. A technology-driven firm could consider presenting a sleek and innovative gadget with a thoughtful cultural touch. The key is to be able to answer the question, “Why was this gift chosen?” with a clear and meaningful explanation. In this way, the gift becomes a reflection of your company’s story and the value you assign to the relationship. Gifts given with this level of care are perceived as genuine goodwill gestures in diplomatic contexts and contribute positively to long-term relationships.

7. Photos and Contact Requests: Maintaining Polite Professional Boundaries

At official meetings or summits, a senior leader should aim to appear warm and accessible while also maintaining a balanced presence where not every individual request can be fulfilled. In particular, when people want to take a photo or ask for direct contact information, it takes tact and courtesy to manage these requests gracefully. With polite redirection and gentle guidance, it is possible to uphold boundaries without offending anyone.

• Polite Guidance and Referring to a Team Member: In moments when you are receiving a lot of attention, instead of saying “no” directly, a more effective approach is to refer the conversation to your advisor or a relevant team member. For instance, if someone asks for your phone number or requests direct contact, you might respond with a smile by saying, “Let me introduce you to someone on our team who can help with this.” This both conveys respect to the other person and helps maintain a professional boundary. In diplomatic and protocol settings, people interact with their counterparts at the same level. For example, a director speaks with another director, while a minister communicates with a fellow minister. By applying the same principle, you can direct the person making the request to your advisor, who can then connect with their equivalent on the other side. This ensures that everyone is engaging with someone of equal standing, and no one feels brushed off.
• Managing Photo Requests: Being flooded with personal photo requests at meetings is a familiar situation for leaders. You do not have to agree to take a photo with each person one by one if you prefer not to. The important thing is to handle the situation tactfully. You can propose a group photo arrangement to satisfy everyone. For example, saying something like, “In a little while, let’s take a photo together with all the participants so we can capture this moment as a group,” offers a positive and respectful way to decline individual requests. If someone is insistent about taking a selfie, a polite way to handle it would be to say, “We are currently on a tight schedule, but our professional photographer can send you the photos.” The key here is to maintain a respectful and positive tone in both your voice and your words. Using courteous language shows that you respect the other person and helps avoid any feelings of offence.
• Sharing Contact Information and Business Cards: In some cultures, people may be hesitant to directly contact someone in a high-level position, while in others, they may be quite forward. Develop your strategy by being aware of cultural differences. For example, in East Asian business culture, exchanging business cards is a more formal and respectful approach than directly requesting personal phone numbers. If someone persistently asks for your private contact details, it is best to point them to corporate communication channels. Saying something like, “Let me give you my business card, you can always reach me through the email address or my assistant’s phone number on it,” conveys that you are accessible while still protecting your privacy. This approach is a polite way of saying, “I value you, I want our communication to continue, but this is the appropriate channel.” Also, be culturally sensitive and consider the importance placed on formality in some societies. For example, in cultures that value hierarchy, ensuring communication occurs at the appropriate hierarchical level, rather than directly with top executives, is considered a sign of respect. In all these situations, the goal is to draw your boundaries in a sincere yet professional manner and to direct communication to the proper channel without offending anyone.

8. Proverbs and Anecdotes in Conversation: Engagement and Memorability

The beginning or ending of a speech in a meeting offers an opportunity to leave a deep impression on the audience. One way to enhance this effect is by incorporating a proverb, idiom, or historical anecdote from the other party’s culture into your speech. Using a meaningful saying from a culture that is not your own, when done correctly, creates a pleasant surprise for the audience and builds a genuine connection.

• Building Connections through Cultural References: Proverbs and idioms carry the collective intelligence, beliefs, and values of a people. When a leader uses such expressions, they speak directly to the shared experiences and norms of that culture. For example, if a foreign CEO hosting a Turkish business delegation starts their speech by saying, “Your ancestors used to say Unity brings strength,” this not only strengthens the message but also shows familiarity with and respect for the culture. Likewise, using an idiom relevant to your German partner’s culture during a meeting in Türkiye, or quoting Confucius when addressing a Chinese investor, helps establish common ground. These cultural references shift your words from being those of an outsider to something the listener personally relates to.
• Preparation and Careful Use: Naturally, this technique requires proper preparation to be effective. Make sure the proverb or anecdote you choose is accurate and holds real meaning within that culture. Misuse or inauthentic references could have the opposite of the desired effect. That is why it is beneficial to seek cultural validation from your advisors. If possible, pronouncing the proverb in its original language can leave a strong impression. Even if there is a slight mispronunciation, the effort will be appreciated. For example, in a meeting in Japan, saying “猿も木から落ちる (Sarumo ki kara ochiru),” which means “Even monkeys fall from trees,” and explaining that it conveys humility and the importance of continuous learning, may bring a smile while also reinforcing the message of the meeting. Such thoughtful cultural gestures provide a strategic edge by reinforcing the meeting’s theme or shared values. The audience senses that you share a cultural reference with them, which draws their attention more closely to what you have to say.
• Effective Examples and Lasting Impressions: Throughout history, many leaders have deliberately used cultural references. For example, a former US President, during a visit to Kenya, won the hearts of the people by including a frequently used Kenyan proverb in his speech. Similarly, at international events, leaders often end their speeches with a “thank you” in the local language or by sharing a short cultural anecdote relevant to the host country. Although such details may seem small, they create a sense in the listener that says, “they understand me and respect me,” which holds great diplomatic value. Moreover, scientific studies show that people remember meaningful narratives such as stories or proverbs, for much longer than they do plain facts. As an old Native American proverb states, “Tell me the truth and I will believe. Tell me a story and it will live in my heart forever.” As highlighted in this saying, a cultural story or meaningful quote embedded into your speech can help your message leave a lasting mark. After a meeting, people will not only remember what was said but also how it made them feel. Narratives enriched with anecdotes activate emotions, making your messages more memorable and leaving a lasting impression on the audience.

In conclusion, your care and skill in gift-giving, managing communication requests, and using cultural references during high-level meetings are critical elements that shape the quality of your business relationships. By blending the subtleties of diplomacy with the practicalities of the business world, you can protect your professional boundaries while creating a profound sense of trust and closeness with those you interact with. Never forget that the art of diplomacy lives in the small details: In the meaning behind the gift you choose, the respectful phrasing you use when politely turning down a photo request, or the proverb you borrow from your listener’s cultural heritage. These subtle yet powerful touches distinguish you in the realm of Business Diplomacy and enable you to cultivate lasting, respectable international relationships.

9. Meeting Participation Protocol Summary

In line with the principles discussed above, the following “Meeting Participation Protocol” outlines the essential steps to maximise impact and efficiency during high-level meetings.

1. BEFORE THE MEETING

• Context Analysis and Goal Setting
• Is the topic and purpose of the meeting clearly defined?
• Have the participant profiles and agenda items been analysed?
• Has the cultural and political context been researched?
• Have the expectations and interests of stakeholders been assessed?
• Has the specific outcome expected from the meeting been clearly identified?
• Strategic Role and Message Preparation
• Is the role you will undertake (moderation, thought leadership, etc.) clearly defined?
• Have two to three key messages been prepared?
• Are these supported by concrete data and examples?
• Have potential difficult questions and their answers been considered?
• Is a speaking plan prepared (not memorised, but well understood)?
• Behavioural Rehearsal and Psychological Preparation
• Have preparations been made regarding attire, body language, and first impression?
• Have breathing exercises and mental rehearsals been practised?
• If necessary, has a scenario rehearsal been conducted within the team?

1. DURING THE MEETING

• Active Listening and Participation Management
• Was everyone listened to attentively?
• Was listening ensured through eye contact and note-taking without interrupting?
• Were the silent participants encouraged?
• Were discussions guided with constructive questions when necessary?
• Were disagreements managed with composure?
• Decision and Closure
• Were the decisions taken clearly stated?
• Was a responsible person assigned for each action item?
• Was a timeline created?
• Was a brief summary and confirmation received at the end of the meeting?

1. AFTER THE MEETING

• Written Follow-Up and Institutional Memory
• Was the meeting record or decision summary documented in writing?
• Were the decisions and responsible parties shared?
• Were the critical dates marked on the calendar?
• Was a plan made for follow-ups and reminders?

• Evaluation and Feedback
• Was a short debriefing held with the team?
• Were the lessons learned transferred into institutional memory?
• Were the documents archived in the knowledge base?
• Was content created to guide future meetings?

This protocol guide aims to offer a systematic approach to high-level meetings. Although each meeting has its own specificities, the disciplined preparation, strategic communication, and meticulous follow-up steps outlined here will assist leaders in achieving sustainable success in their engagements within the business world and the international relations arena. Ultimately, leaders who view meetings not as isolated transactions but as ongoing processes, and who manage them holistically from beginning to end, will be able to combine their business objectives with diplomatic finesse, thereby adding value both to their organisations and to the global business ecosystem.

10. Use Case: Kağan Kayra’s DAVOS Summit Experience.

Character Profile

• Name: Kağan Kayra
• Position: Chairman of the Board, Abçar Holding
• Field of Activity: Smart infrastructure investments, energy, and digital transformation projects
• Meeting: World Economic Forum (DAVOS)
• Date and Location: January 21–24, 2025, Davos, Switzerland

1. Before the Meeting: Strategic Preparation

• Context and Goal Analysis: Kağan Kayra thoroughly reviewed the participant profiles and agenda topics in line with the summit’s theme, “Rebuilding Trust in a Fractured World.” He analysed in advance the specific sessions he would attend, possible one-on-one meetings, and background relationships..
• Goal Setting: The main objective was to establish partnerships for sustainable infrastructure projects in Central Asia and to launch pilot projects in digital solutions with Chinese technology firms. Accessing green finance funds in Europe was a secondary objective.
• Role Design and Positioning: He positioned himself as a “quiet yet foundational leader.” He aimed to speak in impactful yet concise sentences during speeches and focus primarily on one-on-one meetings. Following his advisor’s recommendation, a short Mandarin greeting was also prepared for the session with the Chinese delegation:
  “我们一起走得更远” (Together we go further).
• Content and Data Preparation: Three key messages were determined:
  1. Infrastructure means trust.
  2. Digitalisation should not exclude people, but include them.
  3. A sustainable bridge between East and West is possible.
     Each message was supported by company data and examples of success.

2. During the Meeting: Engagement and Observation

• Initial Contacts: At the opening, he took part in the same special session as the German Finance Minister. He remained silent during the discussions, only drawing attention at a critical moment by stating, “Trust begins before transparency.”
• Panel Participation: In the “New Infrastructure Reality” panel, he shortened his speech to six minutes. He delivered prepared remarks and presented three data-driven examples. Instead of answering participant questions, he listened attentively and shifted focus to one-on-one interactions.
• Proactive Engagement: Following the reserved attitude of the Japanese delegation, a private meeting was arranged after the panel upon his advisor’s warning. This meeting resulted in an intention to collaborate.
• Communication Management: During networking sessions, he held meetings with a total of twelve individuals. Each meeting was limited to a maximum of eight minutes. Kağan received praise for giving the floor to a silent African representative.

3. After the Meeting: Follow-Up and Evaluation

• Action and Scheduling: Short notes taken after each meeting were turned into an action plan within 48 hours following the conclusion of the summit. Task assignments were made using the DRI system.
• Organisational Memory: During the internal evaluation meeting held after returning to Istanbul, two questions were emphasised:
  • “Which of our messages found concrete resonance at DAVOS?”
  • “What was missing for a stronger participation next year?”
• Relationship Management: A ceramic object with İznik motifs was sent to the Chinese technology delegation. Note:
  “Friendships built in Davos form the foundation of long-term projects.”
• Public Communication: The LinkedIn post was kept short, strategic, and simple. The post ended with the sentence:
   “Above all else, we build trust.”

Conclusion: Kağan Kayra’s performance at Davos left a strong impression due to his personal preparation, strategic observation, effective communication, and timely one-on-one interactions. The support of Kağan Kayra’s team played a decisive role, particularly in background processes such as context analysis, linguistic preparation, prioritisation, and follow-up systems. This experience clearly demonstrated how a detailed and multi-layered preparation plays a role beyond what is seen in high-level meetings.

Note: This article reflects the author’s personal evaluations and does not represent the institutional views or policies of DEİK.