How to Use Proper Meeting Etiquette to Benefit Your Career.

Meetings can improve team dynamics, enhance productivity and contribute to a positive workplace culture – but only when they’re used effectively. We all face meetings that are a source of frustration and sometimes feel like a waste of time. If you’ve ever experienced an ‘unpleasant’ meeting, you know how it feels - no clear agenda, colleagues who are half asleep, or a speaker who loves to tell exceedingly long stories. Thankfully, following a set of meeting etiquette rules can solve these issues.

While each company and industry may have a specific meeting protocol, there are some universal meeting guidelines and rules to help you demonstrate professionalism, exude confidence, and make a lasting impression. In this article, we explain why professional meeting etiquette is essential and share with you the best practices to stay engaged and contribute to your next meeting.

What is Business Meeting Etiquette?

Business meeting etiquette is an expected standard of behavior and an essential aspect of conducting a successful work meeting. Effective communication is critical in a business environment, and how you behave during meetings can significantly impact your success. Therefore, adhering to proper etiquette is important to create an inclusive environment that fosters open dialogue, respect, and engagement.

Appropriate meeting etiquette includes various behaviors, such as active listening, positive body language, clear communication, participation, and punctuality. Also, knowing how to introduce yourself in a company meeting with confidence and clarity goes a long way.

By following these meeting rules, you can demonstrate sensitivity and professionalism in your interactions with others. This can help to build healthy relationships, establish credibility, and promote a positive image of your organization.

How to Use Proper Etiquette for Different Types of Meetings at Work

You’ll likely have to attend various types of work meetings, so preparing yourself for every scenario is essential. From virtual meeting etiquette to conference room etiquette, there are specific rules to follow for each setting. Here are some practical ways you can make a great impression:

• Virtual meetings: Meeting etiquette is just as important in a remote environment as it is in in-person meetings, so show up on time and dress appropriately. Remember to test your camera and internet connection beforehand and mute your microphone when you're not speaking to avoid distracting background noise. Also, don’t do other tasks such as checking your email or surfing the internet during the meeting.
• Team meetings: It's essential to prepare by reviewing the agenda and any relevant materials beforehand. Listen attentively to your team members during the meeting and avoid interrupting them. Speak politely and respectfully and avoid using jargon or technical language that others may not understand. Consider offering constructive feedback and suggestions and be open to feedback from others.
• One-on-one meetings: In one-on-one meetings, it's crucial to create a comfortable and safe space for both you and your colleague or superior to share constructive feedback and discuss concerns. Be clear and direct with feedback or questions and listen actively to the other person's responses. Also, avoid multitasking or distractions during the meeting to stay present and engaged.
• Client meetings: In these types of meetings, being professional and respectful goes a long way toward representing your company in the best possible light. Listen attentively to the client's concerns and feedback and respond respectfully and constructively. Be prepared and knowledgeable about the project or proposal and provide clear and concise information to the client.

Why is Meeting Etiquette Important in Business?

Business meeting etiquette is essential for several reasons. Following proper etiquette and meeting rules can contribute to a productive and positive work environment, ultimately benefiting you, your colleagues, and your company. Here are some reasons why it’s important:

Build and Maintain Professional Relationships

Good etiquette shows respect for your colleagues and can help build positive working relationships. Knowing how to speak up in meetings respectfully and honestly demonstrates professionalism, enhances trust, and creates a favorable environment for discussion and collaboration.

Improve Communication

Sitting through meetings at work can sometimes be challenging, which is why effective communication is essential. Using good etiquette can promote an atmosphere of mutual respect. It can also help prevent misunderstandings, reduce conflict, and encourage open dialogue where everyone feels comfortable sharing their thoughts without bias.

Enhance Productivity

Well-organized meetings in which participants follow proper meeting etiquette, such as active listening, good organization, meeting preparation and clear agendas, are more likely to be productive and result in positive outcomes and decisions. You and your team can maximize your time when meetings are efficient and focused on clear objectives.

Demonstrate Leadership

Following appropriate etiquette during meetings allows you to demonstrate strong leadership skills and create a positive example for other employees. For example, if you’re a manager or executive who models good etiquette, you can help establish a welcoming workplace culture of respect, collaboration, and professionalism.

Business Meeting Etiquette Do’s and Don’ts

By following these simple do's and don'ts for any type of company meeting, you can contribute to a productive and respectful meeting that achieves its intended purpose.

Do:

• Arrive on time or a few minutes early.
• Greet everyone and introduce yourself if necessary.
• Contribute to the discussion constructively and respectfully.
• Ask questions if you need clarification or have a different perspective.
• Thank everyone for their time and contributions at the end of the meeting.
• Follow up on any actions or commitments you made during the meeting.

Don't:

• Dominate the conversation or interrupt others.
• Use your phone or other devices during the meeting.
• Eat, drink, or chew gum during the meeting unless it's a working lunch.
• Criticize or belittle others' ideas or opinions.
• Stray from the agenda or take the discussion in irrelevant directions.
• Assume or presume anything about the other participants.