Meetings are a fact of life in the business world and especially in the world of the corporate event planner. Some people love meetings; some people hate meetings. No matter how you feel, you must agree that they are necessary for problem solving, information sharing and decision-making. In addition, they give you the opportunity to interact with your clients, your colleagues and others with whom you do business. They offer the chance to build relationships, to improve your services and even to showcase your skills. However, if your meeting manners aren’t impressive, you won’t be either. Here are some helpful hints whether you are the leader or a participant.
As a participant:
Reply to the meeting notice as soon as possible. Check your calendar and let the appropriate person know whether or not you will be attending. If you are unable to attend, say why. Knowing the reason may help with future planning.
Prepare for the meeting. Review the agenda and read any pertinent materials. The person who shows up unprepared will not be appreciated by the others who took the time to be informed.
The people with whom you are doing business will question how well you prepare for events.
If you don’t receive any information about the meeting, call and ask if there is anything you should know or do in advance. You are signaling that you will be an active and interested participant.
Arrive on time, not too early and certainly not late. If you show up more than ten minutes in advance, you may interfere with the meeting preparation and be in the way of those who are getting things set up.
When you arrive late, you risk creating a distraction and an interruption. Offer a brief apology and take your seat. This is not the time to go into your longwinded story about how the truck hit the transformer, knocked out the electricity and you couldn’t get the garage door up to get your car out.
Choose your seat carefully. If you are new to the group, ask where you should sit so you don’t inadvertently sit in someone’s revered spot.
Actively participate. You don’t have to monopolize the conversation to be involved. Making eye contact, smiling, leaning into the conversation and nodding are all good ways to let others know that you are engaged in the meeting.
Be careful not to interrupt others who are speaking. You may have a brilliant point to make, but wait for the right moment.
As the leader:
Evaluate the purpose of your meeting. If you can’t find a good reason to have it, maybe you shouldn’t. Some meetings happen just because they have always been held.
Consider whether you can accomplish the same goals with e-mail or a conference call. Meetings aren’t meant to be rubber stamp sessions. If you take up people’s time so they can agree with you, they will see through you.
Follow your agenda, but be flexible. It really is okay to digress from an agenda if more important issues arise. Just be sure that you acknowledge the digression, and politely ask the permission of the group.
Carefully consider who needs to be included. Everyone in attendance ought to have a good reason to be there, either to contribute information or to disseminate it following the meeting.
As a facilitator, involve everyone. Don’t make statements, ask questions. Don’t make objections, ask more questions. Remember this isn’t your show. You invited all those other people because you wanted their input.
Choose the location of your meeting as carefully you would that of one of your events. Is it easily accessible? Is there convenient parking? Do people know how to get there?
Make everyone comfortable by paying attention to the lighting and the temperature and by limiting outside distractions. If there is a construction project on the floor above you, move your meeting.
Offer refreshments. People are much happier when there is food. Even if they don’t eat it, they feel better knowing it is there. Besides, it’s just good hospitality.
End every meeting with an evaluation. Ask what went well, what could be changed and commit to making improvements. You can do this formally with an evaluation sheet or by polling a few of the attendees over the phone later.
Author Resource:-
Lydia Ramsey is a business etiquette expert, professional speaker, corporate trainer and author featured in the Wall Street Journal and many other off-line and on-line publications. Lydia shares her business etiquette tips in her monthly e-zine, her blog and on Twitter. To register for these free services visitManners That Sell today!
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