In college, I took a Marketing class that gave me the tools that I needed to be meeting ready. No matter what profession or family you are a part of- meetings happen! Most everyone sits in meetings-some daily, weekly, or monthly. Over the years one of my biggest pet peeves has been people's actions, demeanor, posture, or reactions in meetings. Most of these people didn't have a professor, professional, or coach give it to them straight up about how to conduct them self. This blog post today is to set some ground rules that people should think about before setting foot into a meeting room of any kind. I have observed some very interesting meetings in my professional career. I have seen people doze off, I have seen people storm out of a room, and I have been tempted to even call people out, but have refrained because I learned a few things I think I can pass on. Here are some thoughts on MEETING ETIQUETTE:
* Show up before the meeting starts. If you were interviewing for a job, you wouldn't be late. If you are invited to a meeting(whether daily or monthly) show up on time. Showing up late, gives the impression you don't care. If you are going to be late-make sure the chair of the meeting knows.
* If you are going to yawn in a meeting, you better do everything you can to hide that yawn. I understand people can be tired, and some meetings can put people to sleep. But if you yawn, at least cover your mouth. If you were to sneeze phlegm into the air, you'd be embarrassed, you should be too, if you yawn without covering it up too.
* MUTE YOUR PHONE! Cell phones should be turned off or muted. Nothing says RUDE like interrupting a meeting to answer your cell and leaving the room while covering the mouthpiece whispering "hello!?" ***Phones are fine if you are A.) Waiting for your wife to deliver a baby B.) You have someone on their death bed C.) You are using phones to gather info pertinent to the meeting. D.) You work for a wireless company.
* COMPUTERS. I have sat in meetings where guys have their Macs open and pretend they are taking notes on the meeting or looking up info that may be needed. As soon as the focus is redirected, they start writing blogs, checking e-mail, looking for lunch spots, and playing games. These are the times when I want to slam the screen down and call them out; but I refrain so I don't make myself look like an idiot. Because, everyone in the room who knows these people are doing it-already know that the idiot in the room is the one trying to multi-task at the wrong time.
* If you can't come into a meeting with passion, excitement, ideas-then don't show up to the meeting.
* If you are leading the meeting, have an idea where you are going with it. If you aren't prepared for the meeting you are leading-cancel it! Don't waste other people's time with lack of direction.
* If you are in a meeting that seems to be irrelevant or you feel you it is wasting your time, you have options. Fake it until you make it through!; Leave; Encourage the chair to get people back on track; Call to table a discussion tom move the meeting along.
* If a disagreement comes up, it is the chairs responsibility to make sure it remains healthy and move on or remove people if it turns personal. No one likes the punk in the room and it can be distracting for the remainder of the meeting.
* 3 Under 30. Depending on the culture, size, and type of meeting you are in; it is relevant to have at least 3 people under 30 in your meeting. This is necessary when these meetings revolve around planning, future dreams, direction of organization, and projects. Under 30 are not tied to tradition, the past, and often times offer a fresh perspective.
* If you disagree with statements or conclusions, you can do two things: Keep your mouth shut, or make it known in a polite manner that you disagree. If you do, you may want to have some options to offer. Determine if it is a make or break decision, before you decide to open your mouth.
* Stand up to meet someone, make eye contact with people in the room while you are talking, offer a firm handshake to someone new in a regular meeting, know who the more important person in the meeting is.
* Arrive at a decision and assign actions where needed. Put time expectations on actions.
* Keep the meeting focused and on track.
* Make sure the meeting environment is one that will stem discussion, creativity, and interaction. Change it up a little to make it not so mundane if you meet regularly in the same space.
* If it is routine info you need to communicate-don't waste meeting time to communicate it! Rather send it out via the use of technology.
* Thank the chairperson. It is often a small gesture, but it is also a sign of respect.
For now, this will do. Hopefully it will give you some insight as you step into your next meeting. Meetings come in all shapes and sizes, just be ready!
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