Meeting Etiquette: 12 Rules For Productive And Efficient Meetings
Who this micro-class is for
* Employees, managers, and professionals
What you’ll learn
* How to plan, prepare, and contribute to a productive meeting
* How to avoid the most common meeting etiquette mistakes
Resources
* Less than 8 minutes to complete
About this micro-class
Meeting etiquette refers to the set of social norms and guidelines that govern behavior during business or professional meetings. Adhering to meeting etiquette helps ensure that meetings are productive, respectful, and efficient.
Meeting Etiquette Rules and Best Practices
1. Scheduling
Rule: Schedule the meeting at a convenient time for all the participants.
Best Practice: Avoid scheduling meetings outside of working hours or on weekends.
2. Invitations
Rule: Send a timely invitation to the people who need to attend the meetingÂ
Best Practice:Â Limit the number of attendants to the strict necessary and clarify the goal of the meeting in the invitation.
3. Preparation
Rule: Review the agenda and materials beforehand. If you planned the meeting, make sure that the meeting room and equipment are ready for the meeting.
Best Practice: Come prepared with relevant information and questions.
4. Punctuality
Rule: Be on time for the meeting.
Best Practice: Arrive a few minutes early to be prepared.
5. Technology Usage
Rule: Silence or turn off your mobile phone.
Best Practice: Use technology (laptops, phones) only for meeting-related activities.
6. Introduction
Rule: Introduce yourself if there are new members.
Best Practice: Make everyone feel welcome.
7. Agenda Follow-up
Rule: Stick to the agenda to ensure the meeting stays on track.
Best Practice: Communicate goals and expected outcomes.
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8. Active Listening
Rule: Pay attention and avoid side conversations.
Best Practice: Engage in active listening by nodding and providing feedback.
9. Contribution
Rule: Contribute when appropriate; avoid dominating the conversation.
Best Practice: Share relevant insights and ask thoughtful questions.
10. Respect
Rule: Be respectful of others’ opinions and perspectives.
Best Practice: Avoid interrupting and allow others to speak.
11. Time Management
Rule: Stick to the allocated time for the meeting.
Best Practice: Efficiently manage time for each agenda item.
12. Follow-up
Rule: Summarize key points and action items at the end.
Best Practice: Send a follow-up email with meeting minutes and action items.
Worst Mistakes in Meeting Etiquette
Late Arrival
Arriving late without a valid reason can disrupt the flow of the meeting.
Unpreparedness
Showing up without reviewing materials or being unprepared can hinder progress.
Multitasking
Engaging in unrelated work or activities during the meeting is disrespectful.
Dominating the Conversation
Talking too much or interrupting frequently can alienate others.
Side Conversations
Having unrelated discussions while someone else is speaking is disruptive.
Ignoring Technology Etiquette
Allowing phones to ring or checking unrelated emails during the meeting is impolite.
Lack of Engagement
Not participating or being visibly disinterested reflects poorly on professionalism.
Disregarding Time Limits
Going over the allotted time without agreement can inconvenience participants.
Negative Attitude
Displaying a negative or confrontational attitude can hinder collaboration.
Failure to Follow Up
Neglecting to follow up on action items and decisions can lead to unfulfilled tasks.
Resources and useful links
- Etiquette references: office etiquette, meeting room etiquette, business speaking rules, positive body language, time management
- Interesting reads and resources: Estimate the Cost of a Meeting with This Calculator hbr.org