Meetings are an essential part of the professional world. If you are looking for why is meeting etiquette important, then the answer is that the individuals who are proficient at remembering and following the meeting etiquettes are always a step ahead of their counterparts.
It is a fact that proper meeting etiquettes help to create a distinct place in the professional world, gain respect from peers and superiors, improve the image in the workplace, and encourage cooperation. The most important aspect of following meeting etiquettes faithfully is that it helps to run those so-called difficult meetings smoothly.
Meeting etiquettes can refer to the business as well as virtual meeting etiquettes.
Business meeting etiquette is essential as it has a direct impact on the success and growth of an organization. Following the set rules and regulations demonstrate superior leadership and professional qualities that are considered desirable traits in the business world.
Business meeting etiquette is vital as
- It promotes an atmosphere of respect that leads to better communication.
- The level of respect is higher for people who show proper etiquettes in business meetings.
- It makes the workplace relationship stronger
- Business meeting etiquettes helps to run the meetings efficiently and boost productivity
Business meetings have paved the way for virtual meetings and are day-by-day, gaining more and more prominence in all the industries. Virtual board meetings have become the reality of this modern and technologically advanced world.
It is one of the most cost-effective ways to keep the employees engaged remotely, align multiple offices, and work and deal with clients from and to various locations.
Important tips of business meeting etiquette
Important tips of business meeting etiquettes are as follows
1. Be punctual
Punctuality is the key to every business meeting, and basic etiquettes demand that every attendee is on time. Meetings are generally scheduled beforehand so that everyone has ample time to make proper arrangements.
If you have difficulty remembering the time, then set ample reminders so that you can attend the meeting on time. Be punctual if you are looking for business meeting etiquettes as it will show your professionalism.
In case you are a few minutes early, utilize this opportunity by mingling with everyone so that you get the hang of things and can create rapport beforehand, especially if the meeting is about something crucial.
In case you are a few minutes late, just a simple apology will suffice. Keep on with the momentum, and try not to distract others with any excuses or comments.
2. Preparation is the key
The people entrusted with the meeting generally send out all the relevant information beforehand. Go through the rundown of the agenda and make notes accordingly.
There might be suggestions on the given agenda, and it is better to comply with it so that things go down smoothly during the meeting. Come prepared if you are looking for effective business meeting etiquettes
3. Formal attire
Basic etiquettes demand that you wear formal clothes in a professional environment. Opt for clean and ironed formal attire along with the right footwear and basic accessories like a wristwatch, and you are ready to go raring in a meeting.
4. Have an agenda
This is a formal business meeting, and as an attendee, you have your agenda. Stick to it if you are looking for effective business meeting etiquettes. This will keep everything on track and make the meeting a success.
5. Speak up when required
Speak when needed during a meeting if you are looking for effective business meeting etiquettes. Make sure that your voice is audible to everyone sitting in the room so that they can hear loud and clear to your thoughts and respond accordingly.
Be concise and provide only the information that is required to make a point. Do not repeat yourself as it will take the necessary importance out of the words.
6. Listen actively
The business meeting is more about listening than talking. Listen actively so that you have your points ready while participating in the discussions later on.
7. Ask questions
There is a time allotted to ask questions and clear your doubts. Utilize that time and do not disturb attendees by interrupting essential procedures the whole time if you are looking for effective business meeting etiquettes
8. Keep your mobile device away
One of the most basic rules of etiquette is to keep your mobile device away at important meetings, events, or visits. You might have some privileges because of your high position, but the rule applies to one and all.
9. No eating at the meetings
Water and coffee are acceptable during the meetings, and the tea/coffee is brought in at specific and pre-decided timings. If the meeting goes on for a long time, then there is an interval mid-way or at the end of snacks.
Do not eat and drink when important discussions are on the way as it will be against basic meeting etiquettes.
10. Be attentive
The most important etiquette is to be attentive at the meeting so that you can set a good example. Avoid fidgeting, tapping your feet, pencil, pen, etc., rustling papers unnecessarily, and making any other noise that can prove distracting at the meeting.
This is simply a sign of bad behavior and reflects your disinterest, loud and clear.
Important tips of virtual meeting etiquette
Virtual board meeting etiquettes have certain similarities as well as point of difference with the in-person meeting etiquettes. Let us discuss some of the essential tips of meeting etiquette that helps to keep the virtual board meetings professional as well as productive-
1. Be prepared
Keep appropriate stationery like paper and pen handy to take down the notes just like you would during a regular meeting. Some people have the habit of writing it down through the keyboard.
The internal microphone of your PC is located near the keyboard, and the sound of typing is audible to one and all. It is distracting as well, and this is why one should leave the keyboard alone and take meeting notes with the help of pen and paper.
Also, invest in a quality headset so that you can communicate effectively with everyone in the virtual meeting.
2. Surroundings matter
If you are participating in a virtual meeting from your residence, then it becomes imperative to be aware of your surroundings. Make sure that you are sitting in a neat and clean corner with ample light and no sounds that will prove distracting if you are looking for effective tips for virtual meting etiquettes.
Adjust your set-up beforehand so that your background looks work appropriate for a meeting
3. Dress appropriately
Most people have the misconception that it is a virtual meeting, and there is no need to dress in formal clothes, but they are seriously off the track. The virtual meeting is also just like any other meeting, and it is imperative that you at least wear a clean and ironed formal shirt and groom yourself properly.
The attendees of the meeting can see you through Skype, Zoom, etc. and if you are not attired appropriately, it will be against basic virtual team meeting etiquettes. Dress appropriately if you are looking at effective tips for virtual meting etiquettes.
4. Keep your microphone on the mute
Basic virtual meeting etiquettes demand that you keep your microphone on the mute at the time you are not speaking. There are several people in the meeting, and if most of them keep their microphone on, you will be sharing lots of background noise that is merely distracting at such a time.
5. Be punctual
Be punctual in a virtual meeting just like the other meetings that you have attended if you are looking for effective tips for virtual meting etiquettes. It sounds very unprofessional if you join mid-way, and everyone has to wait for you.
6. Speak up
Basic virtual meeting etiquettes demand that you speak up one-by-one and introduce yourself at the beginning so that everyone is aware of all the attendees. It will become easy to reach out to one another for any information.
Speak up and make sure your voice is audible to everyone if you are looking for effective tips for virtual meting etiquettes
7. Do not have any food
You might be sitting in the privacy of your home, but there is a serious meeting going on. No food is allowed in even a virtual meeting as it looks discourteous if you keep on eating at such a time.
8. Be attentive
Be attentive if you are looking for effective tips for virtual meting etiquettes. The temptation to do a lot of other pending things side-by-side is there, no doubt, but it will like a serious breach of manners to others.
There is a chance that you will miss out on some key information that might prove disastrous for you later on. Keep a check on your body language as well, and do not let your eyes wander hither and thither as people will assume that you are not focused on the job at hand.
This will shatter your professional image into numerous pieces.
Meeting etiquettes have a definite purpose, and that is to make the meetings productive. Organizations are encouraging their employees to look at workplace etiquette PDF and share meeting etiquette rules with other employees so that they can learn from it.
Meeting etiquettes is essential as it helps people to become proficient so that the proceedings can continue smoothly.