Meetings are a business necessity.
Yet all too often, meetings are not productive. Some are even a total waste of time.
Here are a few simple meeting etiquette tips and best practices that can greatly improve any type of meeting:
1. Have an agenda prior to the meeting and distribute it to all those who will be in attendance.
2. Ensure that participants are aware of the purpose of the meeting.
3. Prepare well for the meeting and have the necessary materials, handouts, etc.
4. Start the meeting on time and end on time.
5. Invite only those that need to be at the meeting.
6. Have everyone, including yourself, switch off all mobile phones and devices or put them on vibrate. If practical, ban laptops, phones and other electronic devices as they divert attention.
7. Listen to all contributions and ensure that everyone is given a chance to contribute.
8. Do not permit personal criticism.
9. Keep the meeting focused on the agenda.
10. Agree to move non-pertinent discussions to private meetings later.
11. Have those who call into the meeting mute their phone so any background noise does not cause a distraction.
12. Do not forget about those that phone in. Call on them regularly to ensure their involvement.
A final thought: If you don’t really need to hold a meeting, don’t have one. Doing so could end up wasting people’s time and may create ill will.
