Companies conduct meetings regularly. There is etiquette to be followed during meetings for both the chairperson and the participants. It is essential to be clear about the agenda before conducting the meeting. The agenda is all about a list of items to be discussed at the meeting. Here are the few things both the chair and members must follow for a successful meeting.
Meeting Etiquette
Inform all the participants about the date, time venue, and purpose of the meeting to enable them to come well-prepared.
Prepare well in advance about the topics to be discussed. Get all facts and figures and outline them in bullet points.
Be punctual and follow the mannerisms during the meeting.
Follow the established seating pattern. When in doubt ask and follow, but don’t sit in someone’s place.
Maintain proper dress code.
Keep your cell phone in silent mode to avoid distraction.
Keep a scribbling pad ready to take notes or ask your secretary to jot down the minutes of the meeting. Minutes is a record of the decisions taken at a formal meeting.
Listen carefully for effective outcomes.
Don't talk with other members during meetings.
Avoid involving in arguments. Stick to the agenda and discuss. If there is any sensitive information, discuss it privately.
Don’t discuss unrelated issues. Such things can be discussed later.
Respect the chair and avoid doing other tasks.
Don’t leave the meeting in the middle unless absolutely necessary.
Avoid personal criticism.
Avoid stretching the meeting. Stick to the schedule as participants have other commitments.
After completion of the meeting, take the minutes of the meeting and follow up the same for further action. Remember thorough preparation and etiquette are the key to ensuring a successful meeting.
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