If your meeting etiquette needs some polishing, this is a great reminder of some helpful pointers!
1. Be on time for meetings: Do the math – five minutes late can easily add up to $100 or more in wasted money. Everybody’s time is important… be considerate. If five people show up on time, why should the moderator repeat what has happened to one straggler?
If you are the host, there is no reason to be late.
2. Plan ahead: All meetings should have an agenda; share this with attendees when you schedule the meeting. All the call-in numbers, Lync set up etc. should be done in advance. Same rule as above, if people scamper to get call-in numbers, you are wasting company money.
3. Follow the agenda: At the beginning of the meeting, say what you plan to achieve during the meeting, stay focused and get it done. Share next steps at the end of each meeting.
Remember, there is no penalty for finishing early.
4. Cancel meetings: Remember to cancel a meeting in Outlook. The fact that you know it is cancelled does not mean that everybody knows.
5. Finish early: Don’t set meetings for 60 minutes, schedule them for 50 or 55 minutes, this way, you and others can be on time for the next meeting.
6. Make sure the right people are invited: If your agenda is not beneficial for all attendees, remove them from the invite. The average cost of one person attending (including overhead) is around $100 per hour. If you invite 10 people, it is a considerable $1,000 per hour.
7. Don’t multitask: If it was important enough for you to be in the meeting, it is important enough for you to listen and participate.
8. Hide the cell phone: This is not a time to catch up on instant messages, or check email. If you do that, you are not paying attention.
Don’t take a call unless it is an emergency. If the call is an emergency, step out of the meeting room.
9. Avoid side conversations: Not only is it distracting, it also makes it impossible for others in the room or on the conference call to follow what is going on.
10. Be prepared to give your updates: If you have to do an update, prep for it in advance, not during the meeting.
11. Bow out: If you feel the agenda for the meeting does not pertain to you, call the moderator or send an email stating why you will not attend.
12. Enjoy!!!: Meetings are great occasions where we can not only learn, but also share information. Make sure you use your time wisely. That way, we can all look forward to meetings, and make it an enjoyable experience for everyone.