Conducting Business Meetings (Procedures and Etiquettes) Dela Torre, Trixie N.

ENSP2 – A01Mr. Xavier Aquino Velasco (Associate/Lecturer III FEU Tech)

Main Purpose of a MeetingDeciding future strategyReviewing activitiesProblem solvingA project updateEvaluating information

Planning a Meeting

1. Use agendas with timelines

Have the group agree on the agenda ahead of time, or

Come with a partial agenda and ask for input

If there’s too much to do, prioritize and stick to your timelines

2. Use roles and share them when possible

Typical roles include: facilitator, recorder, timekeeper

The facilitator’s role can be shared, even if there’s one “official” leader

Shared roles help to create a sense that all members are equally valued

3. Find ways to develop trust and a sense of shared responsibility

4. Pay attention to the use of good communication skills

Build in processing time to discuss what the group is doing well and what needs to be improved

Proper Business Meeting Etiquette

1. Be Prepared- Each participant should come

to the meeting with all of the materials and data she will need and an understanding of the meeting topic.

2. Breaks - Meetings should have a

break every two hours. Breaks should be 20 minutes long, and meal breaks should be 30 minutes long.

3. Attire- The chairperson should indicate

what kind of attire is required for the meeting, either business casual or business formal, and participants should follow that rule.

- A representative listing of the attire would be helpful as participants may have differing views on what business casual and business formal is.

4. Speaking- Keep the meeting organized by

only speaking when you have the floor.- Ask questions during the

designated question period, and raise your hand to be recognized by the chairperson as having the floor.

- Do not interrupt someone while they are speaking or asking a question.

5. Nervous Habits- Avoid nervous habits such as

tapping a pen on the table, making audible noises with your mouth, rustling papers or tapping your feet on the floor.

6. Listening- You may find that many of the

questions you have about a topic are answered by the content of the meeting.

- Listen attentively to the meeting and take notes.

7. Gadgets- Turn off your cell phone prior to

the start of the meeting.- If you are expecting an urgent call,

then set your phone to vibrate and excuse yourself from the meeting if the call comes in.

- Unless laptop computers have been approved for the meeting, turn yours off and lower the screen so that you do not obstruct anyone's view.

8. Guests- Do not bring unannounced guests

to a meeting.- If you have someone you would

like to bring to a meeting, then contact the chairperson for permission to bring your guest. If permission is not granted, then do not bring him.

Reference: http://

smallbusiness.chron.com/10-rules-proper-business-meeting-etiquette-2857.html

http://www.businessinsider.com/10-etiquette-rules-for-meetings-that-every-professional-needs-to-know-2013-11

Conducting Effective Meetings

0Tips for Leading Effective Meetings©2008, University of Vermont and PACER Center

Tips for Leading Effective Meetings

PCL Module 5