Meeting Eitquettes

A meeting is an event in which a group of people come together to discuss things or make decisions. Business meetings are one arena in which poor etiquette can have negative effects. By improving your business meeting etiquettes, you automatically improve your chances of success. Comfort, trust, attentiveness and clear communication are examples of positive results of demonstrating good etiquette. Meetings are segregated into two big areas:

1. Informal Meetings
2. Formal Meetings

Informal Meetings - Informal meetings are generally more relaxed affairs and may not necessarily take place in the office or meeting room. Even so a sense of professionalism and good business etiquettes are still required.
The following are the points to consider informal meetings:

1. Business etiquette demands that a person calling the meeting should be the most senior or the one with the most direct or urgent interest in the topic at hand.
2. Punctuality is a must. Keeping people waiting is considered the height of poor etiquette as it abuses their time.
3. The chairperson should strive to ensure the meeting stays within a set framework or agenda so that it is kept as short and effective as possible.
4. The chairperson should make the purpose of the meeting clear to the attendees, how long it will last and what is expected of them i.e. particular information or preparation of documents.
5. The chairperson should appoint someone to record the proceedings, documenting major decisions or action points. This can later be disturbed to the attendees for reference.
6. If the results of the meeting have an effect on others who were not present, it is considered proper business etiquette to inform them.

Formal Meetings
The business etiquette of formal meetings such as departmental meetings, management meetings, board meetings and negotiations, such meetings usually have a set format.

Formal Business Etiquette

1. Prepare well for the meeting as your contribution may be integral to the proceedings. If you are using statistic, reports or any other information make sure it has been handed out at least three days prior to the meeting.
2. Dress well and arrive in good time. Your professionalism is linked to both.
3. One must always remember to isolate oneself from the universe. Always remember to switch off the mobile phone.
4. If there is an established seating pattern, accept it. If you are unsure, ask.
5. Acknowledge any introductions or opening remarks with a brief recognition of the chairperson and other participants.
6. When discussions are under way it is good business etiquette to allow more senior figures to contribute first.
7. Never interrupt anyone, even if you disagree strongly. Note what has been said and return to it later with the chairperson’s permission.
8. While speaking, be brief and ensure what you say is relevant.
9. It is a serious breach of business etiquette to divulge information to others about the meeting. What has been discussed should be considered confidential.

Business meetings are the reflection of our approach towards work and how strategically we have formulated everything.