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Business Meeting EtiquetteConducting a Professional and
Productive MeetingMichelle Gottschalk. P.E.
Construction Technical Support Director, INDOTNovember 20, 2013
The Facts More than 70% of executives feel that
most of the meetings they attend are a waste of time; 67% said they attended more meetings this year than last year (Success Magazine)
Executives Spend 75% of their time in meetings (“How to Win the Meeting” – Frank Snell)
A colossal waste of resources (and $$) if meetings aren't effective
The Bad News “I wish this meeting would end
so I could get some actual work done.”
Unfortunately, meetings are prone to fall into nonproductive pitfalls: Meetings may not have focus Agencies/companies have too many
meetings Attendees may be unprepared Most meeting time is wasted
The Good News Employees benefit in several
ways when a meeting is run well: Meetings are empowering Meetings are a great opportunity to
communicate Meetings develop work skills and
leadership Meetings are morale boosting
The Benefits Effective meetings work as a
success engine The employees use them as a reliable
tool to get answers and achieve results Each success motivates to them to work
harder
The Benefits Effective meetings maximize
productivity When people work as a team, they
become more creative and more productive than any one individual
Good meetings free people to work on the core activities that produce results for your business
The Benefits Effective meetings empower
people Pride and ownership
The Benefits Effective meetings breed
reliability and loyalty People are attracted to leaders who help
them
The Benefits Effective meetings create
success A good meeting requires all of the
elements of effective leadership Establishes good practices for use
throughout the workday Serves as an excellent teaching venue to
develop future leaders Many leaders use meetings to identify future
leaders Someone who consistently leads effective
meetings should be able to lead larger projects
The Benefits Success expands good practices
Result is expanding excellence
The How So, what does it take to make
meetings effective???
Etiquette Basics Meeting
leader Manage your
time well – try setting time limitations on each topic
Manage behavior such as outbursts, going off on tangents and negativity
Ask for feedback
Attendees Don’t interrupt Be attentive Cut the cell
phone Contribute –
make meeting interactive
Keep confidential matters confidential
10 Simple Rules 1. RSVP and Arrival
RSVP determines: Required meeting space Agenda Possible need to reschedule
Arrival Arrive a few minutes early Late attendees should phone ahead Leader should start on time
Do not wait for late attendees
10 Simple Rules 2. Meeting Purpose
Good reasons for not conducting meetings
Other alternatives would be just as effective Would a phone call, conference call, email or
casual conversation work just as well? Can a decision be secured from one person
without a meeting? Can one person help as opposed to a group?
There is no time to properly prepare Key people are not available Timing is not right Desired results are not expected Costs outweigh benefits
10 Simple Rules 2. Meeting Purpose cont.
The meeting leader should circulate a meeting agenda to each participant at least one week in advance
Participants should express concerns about the agenda to the meeting leader at least 48 hours ahead of the meeting
Agenda items should be a list of objectives not discussion points
The agenda should mention the meeting's start and ending times
10 Simple Rules 3. Be Prepared
Ensure meeting is “right-size” Ensure minutes are assigned to a
recorder prior to the meeting Have enough agendas and handouts
available on the table
10 Simple Rules 3. Be Prepared cont.
Organizer should circulate a sign-in sheet that includes place for contact info
Each participant should come to the meeting with all of the materials she will need and an understanding of the meeting topic
Always bring a notebook and pen Leader should make certain there is a
proper introduction of all attendees Don’t assume everyone knows each other
10 Simple Rules 4. Keep the Meeting and
Attendees Focused Stick to the agenda – have clear focus Have fewer (but better) meetings Long meetings should have a breaks
10 Simple Rules 5. Attire and Conduct
Dress appropriately and professionally No matter your role, appearance and
conduct at a meeting should convey professionalism…you are there for a reason!
10 Simple Rules 5. Attire and Conduct cont.
Avoid side conversations while the meeting is going on
10 Simple Rules 5. Attire and Conduct cont.
Don't repeat what someone else in the meeting has already said to take credit for it!
It's a time-waster Everyone in the room knows what you're
doing
10 Simple Rules 5. Attire and Conduct cont.
Don't escalate your voice to talk over a colleague There is time for everyone’s constructive
input
10 Simple Rules 5. Attire and Conduct cont.
Leader should express appreciation for all constructive input
Body language is important Stay attentive and engaged Take notes Acknowledge points
10 Simple Rules 6. Speaking
Keep the meeting organized by only speaking when you have the floor
Ask questions during the designated question period, and raise your hand to be recognized by the leader
Keep your questions succinct and clear Do not interrupt someone while they are
speaking or asking a question
10 Simple Rules 7. Pay Attention!
You may find that many of the questions you have about a topic are answered by the content of the meeting
Paying attention keeps you engaged Attend the entire meeting
10 Simple Rules 8. Cell Phones and Laptops
Turn off your cell phone prior to the start of the meeting
Unless laptops have been approved for the meeting, turn yours off and lower the screen so that you do not obstruct anyone's view.
10 Simple Rules 9. Meeting “Guests”
Do not bring unannounced guests to a meeting.
Do not forward Outlook invites without permission from the meeting leader
10 Simple Rules 10. Capture and Assign Action
Items Complete tasks assigned to you as
expeditiously as possible Actions items should be accompanied by
an expected completion date Helps assure completion Helps set date for next meeting
File meeting notes and minutes Future reference Preparation for future meetings
Meeting minutes should be available to attendees within 72 hours of the meeting
Be a True Leader A true leader can determine
success or failure Decision Meeting Project Team Office Company
Be a True Leader Watch out for meeting
dominators Eliminate intimidation and fear
Encourage others to seek meaning and truth, not presenting their own opinion at any cost
Be a True Leader Lighten the atmosphere with professional humor
Be vulnerable – if you do not know, say so, apologize for mistakes, etc.!
Thank participants for good ideas
Be a True Leader Leaders must think like coaches
and take the mindset of winning through others
Leaders must possess the ability to genuinely take joy in others’ successes Seek out ways to find success in the
success of others
Applications to Utility Coordination
Give utilities a reason to be there
Outline utility related discussions on agenda
Be prepared with good information for them
Approach as a partnership Discuss alternatives, not “Here’s the plans, now
move.”
”
Applications to Utility Coordination
Value input Involve utilities EARLY Listen closely to problems to understand
a solution Consider all solutions offered
First approach should be to avoid utilities when feasible
Weigh the costs and benefits of each Take good notes/minutes
Valuable reference later on for solutions and agreements reached
Applications to Utility Coordination