Etiquette Friday – Hosting Meetings

It’s Friday and the day I request you join me in my campaign for 2012 to change “Casual Friday” to “Etiquette Friday”, to get people and companies involved. If we consciously make an effort every Friday then hopefully it will become a habit every day. I challenge you to make one small change a week and by the end of the year let’s hope we have a more pleasant and positive society.

Too often Managers call regular meetings as a habit rather than considering whether a meeting is really necessary. Consider whether the meeting will be beneficial and what the objective of the meeting is. The purpose of most meetings is to have interaction; keep people informed; take action; make decisions; transfer knowledge or improve communication.

When a meeting is well planned, organised and the chairperson is well mannered and considerate it brings out the best in all participants, promotes positive interaction and everyone benefits.

What to consider when hosting a meeting:

Prior to your Meeting:

1. Consider what the purpose is and what you want from the meeting
2. Give enough notice of the meeting and who needs to attend
3. Ask, if you need people to respond to the invitation to the meeting
4. Circulate an Agenda in sufficient time before the meeting and allowing enough time for preparation if it is required
5. Advise the dress code if necessary

On the day:

1. Dress professionally and appropriately
2. Arrive earlier and try to be first to the meeting
3. Sit where you can see everyone and the entrance to any doors can be seen
4. Be Prepared – take any handouts, PowerPoint slides, paper and pen
5. Start on Time, be brief and keep to finishing time
6. If Extra Time is required then agree this with all the attendees or arrange to hold another meeting
7. Ask people to ensure their cell phones are off or on silent
8. Encourage communication; give everyone a chance to speak; coax quiet people
9. Be Patient
10. Thank attendees for their time and participation