meeting etiquette and best practices for effective and productive meetings

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


* 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 meeting 

Best Practice: 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

devices and company tech equipment and resources

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.


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.


Showing up without reviewing materials or being unprepared can hinder progress.


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