Meeting Etiquette

In the end , all business operations can be reduced to

three words: people, product and profits. Unless youve got a good team, you cant do much with the other two.

Lee Iacocca
Leena Sen

Reasons for the Meeting

Review Progress Plan Brainstorm / Share Ideas

Negotiate

Purpose of the Meeting

Present or exchange information

Solve a Problem
Leena Sen

Make a decision

Planning the Meeting

Formal / Informal Potential Problems
Planning the Meeting

Desired Outcomes /Objectives Participants

Date

Timing Papers Facilities

Leena Sen

Location Equipment

Contribute Effectively
Do Obey the rules Be positive Separate people from problems Keep to the topic being discussed Use clear simple language Allow others to finish Ask for clarification if you dont understand Dont
Monopolise the discussion Become emotional / too argumentative Make personal criticisms Digress Use long complicated sentences Interrupt to much Pretend that you understand

Create a good impression by contributing positively

Listen Actively Observe Others

Contribute Effectively

Be Diplomatic Be Positive
Leena Sen

A appear Interested C reate a positive atmosphere

T ell people when you dont understand them I- nterrupt only if abolutely necessary V---alue others contributions by making positive remarks E---xamine ways to sole problems if you disagree
L---ook at the person who is speaking I---ndicate that you are listening by your body language S---mile occasionally T---est your understanding later Evaluate as you are listening N---ote important points I---inquire with open questions later N---eutralise feelings by keeping calm G---ive feedback on what you hear

Source: Anne Laws

Observe Others
W---atch out for non-verbal responses A---ssess whether other people match their BL with
their words T---ake notice of their gestures C---heck degrees of formality H---ave awareness of your BL and facial expressions

Leena Sen

Source: Anne Laws

Ice Breaking Expressions!

I hope you could find the way to the conference easily!

Have you visited Mumbai before?

Oh no problem at all! Thanks for asking

Its pretty humid in Mumbai. Is it always like this?

Leena Sen

Be Diplomatic
BLUNT We are not happy with this Thats wrong! I dont agree with you! Diplomatic We would prefer a different solution Im not sure if that is right I would find it difficult to agree with you Let me explain it clearly Source: Anne Laws

You dont understand what Im saying!

Leena Sen

The Chairperson Must Maintain Balance

Encourage Creativity
Be Punctual
Keep to the Agenda Keep to Deadline Make decisions Involve all participants Encourage discussions Handle conflict

Leena Sen

Make Your Point Assertively without offending anyone!

Buy time if issues are too problematic Interrupt effectively Explain details Balance points of view
Leena Sen

Express opinions & make suggestions Give reasons

Dont argue but Build up an argument

Appreciate good points But dont hesitate if you disagree
Source: Anne Laws

Some of the Expressions that the Chairperson can Use

We need to discuss This issue concerns Point 4 on the agenda is So, I think this solution is fine Lets move on, shall we? So, let me summarise Can we go on to point no. 5? I think were going off the point Can we go back to point 3? Lets deal with that problem a little later! Ravi, what do you think about this problem? Would Pranothi like to say something?
Leena Sen

The Chairperson must bring the meeting to a conclusion

Is this decision acceptable to everyone?
Anything that anyone would like to add or say?

Any other business that has been left out?

Right, do we all agree?

Leena Sen

All right, let me summarise!

Saying Thank You!

So, if no one has anything else to add

I think we can close the meeting

Thank you all very much for all your contributions.

Leena Sen

We are A Team