30 Tips on Meeting Etiquette

Be punctual or even better turn up a bit earlier. If this is not
possible, arrive at the scheduled time at the latest. But don’t be
late! If you turn up late, step in quickly and quietly while taking
your seat. The less interruption you create the better.
When invited to a business meeting, be sure to reply if a reply is requested.
Don’t expect others to fill you in during or after the meeting.
Come prepared with pen and paper.
If
you need to hold a presentation, make sure that handouts, PowerPoint
slides etc. are ready and organised. Handouts should have been sent at
least three days prior to the meeting.
Don’t interrupt the
speaker unless he/she has encouraged open discourse throughout the
meeting. Don’t interrupt other attendees neither.
Don’t talk during a meeting with other colleagues. This is disruptive to other attendees and inconsiderate of the speaker.
Silence
your electronics, e.g. cell phones, pagers etc. You can either activate
a voice mail or forward messages to another phone. If you have
forgotten to turn off your phone during the meeting, don’t answer it in
the middle of the meeting.
When asking a question, raise your
hand, don’t just blurt out your question. Hold them until the end of
the meeting or other specified time.
Don’t ask long questions. Break them into several questions and make sure you only ask one question at a time.
Listen
carefully what the speaker is addressing, the attendees’ questions and
the answers provided. You surely don’t want to ask a question that has
already been asked.
Stay calm. Don’t fidget, tap your pen, play
with your fingers, read materials not concerning the meeting or any
other act that might distract other attendees. Regardless of how heated
the meeting may become, remain always calm.
Attend the entire
meeting. Unless it is absolutely necessary or you have prior
permission, you can leave earlier. Bear in mind, that leaving earlier
is disruptive to other attendees and inconsiderate to the speaker.
Dress professionally for the meeting.
If there is an established seating pattern, accept it. If you are unsure, ask.
In discussions allow more senior figures to contribute first.
Be brief when speaking and make sure what you say is relevant.
Don’t divulge information to others about a meeting. What has been discussed should be considered as confidential.
Set a time limit for the meeting and end on time!
Follow
the agenda. Create an agenda and make sure you distribute it to all
participants beforehand. Stick to only what is on the agenda.
Conduct yourself professionally. Demonstrate your knowledge and understanding.
Thank the chairperson for organising the meeting. It is a sign of respect.
If
meeting goes off topic, remind the attendees of the agenda at hand and
suggest that unrelated matters be addressed at another time.
Respond to the wishes of the chair who is conducting the meeting.
If the meeting is likely to discuss problems, make sure you thought about some solutions to offer.
If someone cannot attend the meeting, provide them with all details as to what has been discussed.
Be poised, polite and polished. Don’t curse and don’t use slang.
Give
full attention to the meeting, don’t text messages, check your emails,
apply make up, comb your hair, clip your nails, etc. This is not the
right place for it.
Keep eye contact 80 – 90 % of the time.
Once
the meeting is over, follow up with all participants. Circulate a list
of action items, resolutions and issues that remain open. Don’t forget
to thank people for attending the meeting and request feedback.
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