Meeting Etiquette-Code of Conduct of while attending Meetings

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Meeting Etiquettes

Business meetings are not a rarity. They happen quite often and when they do everybody’s behaviour is noticed. So one should know and master the Meeting Etiquette.

Did you know…

In a meeting, every person has a different role to play. There is a leader or the chair, the attendees or the participants, and the minute taker. Each participant has a different role to play. Mr. Vivek Bindra is a renowned Corporate Etiquette Trainer the world over who specializes in Meeting Etiquette Trainings. Talk to Mr. Bindra for a wide range of Corporate Etiquette Trainings.

Think about it…

Vikrant is a Senior Manager who is scheduled to attend a board meeting tomorrow morning at 10 am. He has just been told to attend it; however, he is nervous because he doesn’t know the agenda and the reason for getting invited to it. Out of nervousness, he reaches 15 minutes late, entering into a room full of Members of the Board. Without apologizing for being late, he hastily sits in the Chairperson’s seat and starts drinking water.

How would you describe Vikrant’s behaviour?

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What could he have done differently in order to create a good impression on the Members of the Board?

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What would happen in a meeting in the absence of proper etiquette and protocol?

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Business meeting etiquette guidelines

So I have compiled for you some basic guidelines for attending business meetings in style.

  • Be on time: The concept of “Indian Standard Time” is fast fading away. People do not appreciate late-comers. So make sure that you reach the meeting venue on or before time. Let’s say “due to unavoidable circumstances” you do get late, do not make it a discussion. Quietly enter the room, briefly apologies and focus completely on the meeting.
  • Be well groomed: Dressing well in formal attire gives a positive impression of you and people tend to listen to a person who dresses well.
  • Say no to your mobile phone: Either switch it off or keep the ringer off, and yes, do not chat or browse through social networks during the meeting.
  • Know the seating pattern: if possible, reach 10 minutes earlier than the scheduled time and see how the seating pattern is. If you are the chair or the speaker, you would usually sit at the head of the table, if you are a participant, then find the seat you are allotted.
  • Be prepared: if you don’t know the agenda of the meeting, find out from the host. Organise your paperwork well in advance. Be prepared to ask and answer questions in the meeting.
  • Let the leaders lead: it is a good idea to acknowledge the chair, seniors and other participants. If you wish to speak, let the seniors speak first.
  • Avoid interrupting a speaker: it is not a good thing to interrupt anybody, anytime. Let’s say you strongly disagree with what is being said. Let the speaker complete his sentence and only then put your point across politely, seeking permission from the chair.
  • Keep it to-the-point: be concise and crisp, at the same time, do not leave any facts behind. People do not have time for stories in a meeting but make sure that you do not leave out something just because you wanted to be brief.
  • Respect and acknowledge the organizer: Respect is not a part of corporate etiquette, it is a part of your personality. It projects how good a person you are and will be respected in return.
  • Maintain the decorum: there is a decorum, some things that should and should not be done when attending a meeting, let us look at what these behaviors are:
    • Do inform the organizer in advance of your attendance or if you are sending a substitute.
    • Do greet everyone with a smile.
    • Do acknowledge everyone before you start speaking.
    • Don’t leave the meeting in between. If you have to leave, then inform the chair in advance. When leaving, catch the eye of the speaker and excuse yourself quietly.
    • Don’t leave the room dirty. It is not a good idea to throw tissues across the room when leaving.
    • Do not cross talk in a meeting. The golden rule is that only one person speaks at a time.

Meetings are a golden opportunity to create a good impression on everybody. Make sure that you make the most of this opportunity and be a star performer.

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