Use this guide before requesting a proposal: it helps gather comparable source data and identify constraints early.
What to prepare
- 01
Define the meeting objective and decisions possible at the current stage.
- 02
Agree participants, roles, authority and working languages.
- 03
Share a brief party profile, agenda and non-sensitive materials in advance.
- 04
Prepare figures, samples, documents and questions requiring clarification.
- 05
Appoint a moderator and owner of the bilingual meeting record.
- 06
After the meeting, confirm decisions, open issues, owners, deadlines and next review date.
Common mistakes
- Inviting participants without understanding their authority.
- Overloading the first meeting with presentations but no decision list.
- Leaving verbal agreements without a bilingual record.
The exact review and work scope is defined after examining the specific task and documents.