Even though meetings can often seem like a time-waster, it is important to maintain a positive and professional image while in a meeting. So here are 10 rule that you should know and follow:
#1. Be on time.
Make sure you arrive or dial in on time and prepare for the meeting ahead of time.
#2. Make introductions.
If everyone doesn’t know one another, you need to make introductions and make sure everyone knows who everyone else is.
If you don’t know other attendees ask people to introduce themselves to the rest of the group.
#3. Have an agenda (and stick to it).
Part of preparing for any meeting should be having an agenda (and sticking to that agenda during the meeting).
#4. Sit appropriately.
If it is a sit-down meeting, you need to adjust your chair/height so that you are at equal height with everyone else at the table (if in person) or adjust your screen, chair or desk height if you are attending virtually so that you can be clearly seen.
#5. Speak up.
Speak to be heard (and don’t be afraid of speaking). When people speak in meetings they need to speak loudly enough so that everyone hears what they are saying.
#6. Understand the unwritten speaking rules.
It is not polite to interrupt others, but in some meetings, you have to interrupt at some point or you won’t be heard.
Follow the rules set by the chair for participating in conversations or getting attention or if there are no specific rules set follow the general rules of etiquette or follow the lead of others in the meeting.
#7. Do not have your phone out.
A lot of people keep their phones on the table during meetings. Don’t do this. Even if you aren’t looking at your phone, it can get distracting if it starts lighting up or making noises.
If you are looking at your phone or texting it is not only rude but you are not giving the meeting your undivided attention and therefore you are not truely engaging and participating.
#8. You can drink coffee/water, but only eat if it is okay with the group
Eating can be disruptive, so it needs to be OK with everyone. Only eat if others are eating or it is a designated lunch meeting where food is provided or you are encouraged to BYO.
#9. Clean up after yourself and finish on time.
If you are attending a meeting in person, make sure that you clean up after yourself and leave things as you found them.
Stick to you set allocated time and if anything finish up early to give people the opportunity for a quick break before joining their next meeting.
#10. Don’t save all your questions for the end.
Ask your questions at the appropriate time. Do not be the person who starts “asking questions and adding stuff that doesn’t need to be added” when everyone’s getting ready to go at the end of the meeting.
