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Business Meeting Etiquette Conducting a Professional and Productive Meeting Michelle Gottschalk, P.E. Construction Technical Support Director, INDOT November 20, 2013. The Facts. Executives spend 75% of their time in meetings (“How to Win the Meeting” – Frank Snell) - PowerPoint PPT Presentation
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Business Meeting EtiquetteConducting a Professional and Productive Meeting
Michelle Gottschalk, P.E.Construction Technical Support Director, INDOT
November 20, 2013
The Facts Executives spend 75% of their time
in meetings (“How to Win the Meeting” – Frank Snell) More than 70% of executives feel
that most of the meetings they attend are a waste of time (Success Magazine)
67% said they attended more meetings this year than last year (Success Magazine)
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 a great opportunity to
communicate. Meetings develop work and leadership
skills. Meetings are empowering. 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 move ahead on the core activities that produce results.
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. Creates opportunity
Someone who consistently contributes to effective meetings demonstrates skills to lead challenging opportunities.
The Benefits Success expands good practices
Result is expanding excellence
The How So, what does it take to make
meetings effective???
10 Simple Rules 1. RSVP and Arrival
RSVP determines: Required meeting space Agenda Possible need to reschedule
Arrival Arrive a few minutes early. Late arrivers should phone ahead. Leader should start on time.
Do not wait for late arrivers
10 Simple Rules 2. Meeting Purpose
Meeting leader should circulate a meeting AGENDA in advance
Participants should express concerns about the agenda to the meeting leader ahead of the meeting
Agenda items should be a list of objectives not discussion points
“Begin with the end in mind” Agenda should mention the meeting's start
and ending times
10 Simple Rules 2. Meeting Purpose cont.
Good reasons for NOT conducting meetings
Other alternatives would be just as effective Would a phone call, conference call, email, 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 3. Be Prepared
Ensure meeting is “right-sized”. 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
Sheet should include title info Copy should go to all attendees
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. Leader should seek regular input to keep
the discussion alive and participation strong
10 Simple Rules 5. Attire and Conduct
Dress appropriately and professionally No matter your roll, appearance and conduct
at a meeting should convey professionalism…you are there for a reason!
10 Simple Rules 5. Attire and Conduct cont.
Give your attention to the speaker 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, and 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.
Body language is important Stay attentive and engaged Take notes Acknowledge points
Leader should express appreciation for all constructive input
10 Simple Rules 6. Speaking
Keep the meeting organized and respectful 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 as having the floor.
Keep your questions succinct and clear. Do not interrupt someone while they are
speaking or asking a question. Don’t be AFRAID to ask questions!
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. Paying attention saves time. 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 laptop computers 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 Actions items should be set before
meeting is adjourned Helps assure completion Helps set date for next meeting Complete tasks assigned to you as
expeditiously as possible 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 Watch out for meeting dominators Eliminate intimidation and fear
Be a True Leader Be vulnerable – if you do not know,
say so, apologize for mistakes, etc.! Encourage the objective of seeking
meaning and truth not presenting own opinion at any cost
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 genuinely take joy in others’ successes. Seek out ways to find success in the
success of others
Be a True Leader Whether or not you are a true
leader can determine success or failure Decision Meeting Project Team Office Company
Applications to Utility Coordination
Applications to Utility Coordination Difficult coordination requires
successful communication Successful communication begins
with productive meetings
Best laid plans are doomed to failure without good communication with ALL parties involved
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 Give utilities a reason to be there
Outline utility related goals on agenda Be prepared with good information for them Approach as a partnership
Discuss alternatives, not “Here’s the plans, now move.”
Seek endorsement from all parties on the plan
Questions
Business Meeting Etiquette
Thank you!!