When it’s your first meeting and you are stepping in caution and nervousness, you find that being the most common emotions set in, but it can be worked upon with a few tips and tricks up your sleeve. You could hold your poise and confidence with elan when you work out a few practices that are easy to follow.
How it Gets Done
The need to follow a certain decorum is part of the meeting management system etiquette. Many people won’t be knowing them yet support what others do; hence they don’t get caught following the wrong protocol in the course of one. There would be meetings set up to have discussions with your customers, board members, clients, shareholders, creditors, financiers, etc. it is an opportunity in making an impression that’s everlasting and helps in building the goodwill of the company.
Some several dos and don’ts often get neglected, but you can step it up if you draw up the checklist and make sure that most of the practices and etiquettes do get followed.
- There has to be a verified agenda for the meeting, and the visitor signing system in place
- Having a list drawn to know what has to be discussed and brought up during the session
- To have a discussion, you need not pull out all stops on the budget, not forgetting the minimum requirements, remembering extravagance won’t take you far.
- Making sure you have dressed appropriately for the occasion.
- Showing up on time and starting and ending the meeting on time would be an ideal situation
- Veering little on small talk sometimes can let the steam off and prevent boredom. But don’t go overboard, this would qualify into a visitor management system.
- Listening and giving a patient hearing to the other side would work in your favor or company.
- If the meeting with the customer and if you happen to disagree, try not to argue with them.
- Stick to the issues of the meeting and not veer towards politics
- The sessions don’t seem called to give in a sales pitch
- A good understanding of the business is essential and what the discussion would be before attending the meeting.
- Knowing the names of the people is good if it’s a small group it helps build a connection
- The need to maintain behavioral discipline in terms of not being rude, flirty, excessive sycophancy, etc. which don’t adhere to the etiquettes need adherence
- Receiving calls or being on the phone will disrespect the speaker as well as attendees as a form of distraction
- The follow up after the meeting is crucial to know whether the meeting has lived up to the expectations.
- You would be surprised that typically people would care to take care of such things, but you do get one or two like to break the rules.
Why You Need Rules
Talking incessantly or intervening when not necessary are some of the times that are not suitable at all. There are some meetings that send protocol or good practice adherence to the attendee so that there would be no faux pas.
Keeping your phone in silent mode would be a good practice when attending or hosting such meetings. It will actually disrupt the follow and continuity if you keep taking a break to attend calls. It’s often considered rude when people are discussing something important or relevant.
Being polite and not being fancy would be the right approach. See that all are relaxed and make sure everything is comfortable, and making everyone inclusive in the discussion should be the purpose of every scheduled meeting.
Even if you happen to meet customers in the meeting, you shouldn’t be doing a sales pitch. It would be a meeting wherein you should allow them to speak, and then you can present your side. Be aware you aren’t harsh and not put your foot down heavily on any grievances. Learn to be empathetic and try to resolve and follow up after the meeting.
There are times when the discussion may run its course, and no solutions may come up, or the discussion may veer off and go in another direction. The moderator will have to intervene and set the tone back. It is necessary to always stick to the agenda, and a little bit of casual chat to lighten the situation won’t do any harm.
If the meeting begins late, the whole schedule can go for a toss. It is not only unprofessional. People who have other commitments will walk off or have a bad impression about you or the company. Being on time is the most important and unwritten rule and approach the visitor check-in system.
Speak when your turn comes and not jump the gun. There also needs to be a break, perhaps for a coffee, and the session can resume. So people can gather up their thoughts and be able to take forward the discussion in the next half of the session. The meeting shouldn’t be too long drawn and drone on by one speaker.