30 Tips on Meeting Etiquette
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5. 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. 6. Don't interrupt the speaker unless he/she has encouraged open discourse throughout the meeting. Don't interrupt other attendees neither. 7. Don't talk during a meeting with other colleagues. This is disruptive to other attendees and inconsiderate of the speaker. 8. 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. |
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9. 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. 10. Don't ask long questions. Break them into several questions and make sure you only ask one question at a time. 11. 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. 12. 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. |
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13. 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. 14. Dress professionally for the meeting. 15. If there is an established seating pattern, accept it. If you are unsure, ask. |
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16. In discussions allow more senior figures to contribute
first. 17. Be brief when speaking and make sure what you say is relevant. 18. Don't divulge information to others about a meeting. What has been discussed should be considered as confidential. 19. Set a time limit for the meeting and end on time! |
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20. Follow the agenda. Create an agenda and make sure you
distribute it to all participants beforehand. Stick to only
what is on the agenda. 21. Conduct yourself professionally. Demonstrate your knowledge and understanding. 22. Thank the chairperson for organising the meeting. It is a sign of respect. 23. If meeting goes off topic, remind the attendees of the agenda at hand and suggest that unrelated matters be addressed at another time. 24. Respond to the wishes of the chair who is conducting the meeting. 25. If the meeting is likely to discuss problems, make sure you thought about some solutions to offer. |
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26. If someone cannot attend the meeting, provide them with
all details as to what has been discussed. 27. Be poised, polite and polished. Don't curse and don't use slang. 28. 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. 29. Keep eye contact 80 - 90 % of the time. 30. 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. |
Thanks for your interest. Karin Schroeck-Singh
Image Credits: mbgrigby, adgiant, tyrexito, red5standingby
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