PAPERmaking! FROM THE PUBLISHERS OF PAPER TECHNOLOGY ® Volume 8, Number 1, 2022
6 Follow the agenda Do not stray from the meeting agenda. Staying on topic is good meeting etiquette because it respects the time and effort that has gone into organizing the meeting and the topics that will be covered. Now is not the time to bring up other things that are not listed to speak about. This is going to save time and make your discussion more productive. If you notice you’ve drifted off -topic, take note of what it was and bring the conversation back to its main purpose. You can always revisit these side discussions at a later time with the people who are directly involved. 7 Ask clarifying questions Asking clarifying questions is good business meeting etiquette because it shows that you are listening and that you want to properly understand what has been discussed. That said, make sure that you are asking questions at the appropriate time. When your question is relevant to what is being discussed, before the speaker or facilitator moves on to the next topic, t hat’s the right time to ask. A good facilitator will ask if there are any questions periodically but if that’s not the case, don’t be shy to clarify what’s been discussed because you will get a lot more out of the meeting when you fully understand what is being spoken about. Avoid asking all of your questions at the end of the meeting because this can be time-consuming, especially if you’ve got a list. Think about speaking to the appropriate person privately or shooting them an email. 8 Be attentive to your body language It’s important to be self - aware of your own habits and body language during meetings. It’s natural to become restless or bored, especially during long meetings. That said, it’s important to avoid things such as tapping or clicking your pen, fidgeting with your clothes, jewelry, or notebook, swiveling your chair or playing with different heights, tapping your feet, rustling papers, making quiet noises or humming, and last but not least, do NOT pull out your cell phone. Turn off or silence y our device and put it away somewhere that it’s no longer visible, such as in your purse, briefcase, or jacket pocket. If you want to bring your laptop along, ask the facilitator or meeting organizer beforehand if it’s appropriate. While you may think these actions are harmless, they are often seen as rude and disrespectful. A good way to keep your focus is to write notes, actively write down questions that you would like to ask and to participate in the meeting. Parting advice It can be tough to understa nd what’s appropriate and what’s not during meetings because company cultures differ so much. That said, being respectful and punctual are universal business etiquette rules that should always be followed. Meeting etiquette rules hold you to a high standard of behaving appropriately and in a way that is also matched by your team and colleagues. Remember to always be early or on time, to come prepared and to speak loudly and clearly enough. Actively listen more than you participate so that you give everyone the chance to speak and do not deviate or stray from the meeting agenda- you can bring up any side conversations at a later time. Ask some clarifying questions to ensure you’ve understood the full context and be aware of your own body language and the way you are conducting yourself during the meeting. We hope that this article has been helpful in laying down some universal meeting etiquette rules. If you found it helpful, be sure to share it with a friend or a colleague. Until next time, it was great to see you again!
Article 12 – Meeting Etiquette
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