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