Rules for Meetings
There are a few
important rules for
meetings that everyone should follow. These rules will create
the impression of professionalism and actually make you a
professional. Whether you’re going to be sitting across colleagues or
competitors and whether you are attending or holding, it will cost you
nothing to be polite and to leave a fine impression upon everyone in
the room.
Punctuality:
There
is no such thing as fashionably late in the business world. These are
extremely busy people who have other things to do – it’s best to show
that you understand the value of everyone’s time by showing up on time,
if not early.
Reply,
Reply, Reply:
When
invited to a business meeting, do not simply let the date pass. If you
intend on joining the meeting, reply. If you intend on missing the
meeting or plan on not attending, reply.
Pen and
Paper:
Unless
you have eidetic memory, you should have something to write down the
notes of the meeting on. The purpose of the meeting was to give you
whatever information you needed to get there, not after. Clarifying all
but the most important details may give the impression that you weren’t
listening.
The Dress
Code:
Not
all business meetings are held during office hours. One of the most
overlooked rules for business meetings is that you must understand what
the dress code is. If you’re not sure, simply ask the person or their
assistant to make sure that you don’t end up being overdressed or
worse, underdressed. If you are hosting the meeting, let people know
what the dress code is so no one is confused.
Organize:
Efficiency
is important. If you are part of the meeting’s speakers, make sure to
prepare your handouts and your presentations up to three days in
advance. The handouts can actually be sent days in advance to give
people the chance to take a look at them before the meeting itself.
Timing
Your Talk:
This
depends on the kind of meeting you’re having. Some meetings are not
meant for discussion or discourse. In these meetings, you should not
interrupt the speaker unless otherwise noted. The same goes for talking
to seatmates or colleagues during the presentation as it can be
construed as and often actually is extremely rude.
That Goes
for Your Mobile Phone Too:
Turn
it off or set it to vibrate and leave it in your pocket. One of the
most important rules for meetings is to not interrupt the speaker with
anything. Don’t set it to vibrate then leave it on the table, as it
will still make a rattling noise. In fact, just keep it in your pocket
– putting it on the table basically indicates that you are ready to
respond to something other than the meeting at hand, which should not
be the case.
Stay:
One
of the most overlooked rules for meetings –but only because it is
assumed that most people know it by heart- is to simply stay for the
entiry of the meeting, unless you have prior permission to leave in
the middle. Leaving in the middle of a meeting can be extremely
disruptive and can reflect badly on the speaker. Make sure to ask for
their permission.
Seniority
Wins:
Given
a discussion, allow your superiors to speak first. They’ve earned their
positions and they’ve earned the right to open discussion before
you.
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