FEATURE ARTICLE
Etiquette During
Meetings
By Lolita Villa
Meetings are one thing
that you can't avoid in corporate life. They are strategic
channels of communication and are often an integral part
to getting things done. But managed haphazardly, these
gatherings can be a waste of people's productive time,
a needless interruption for more important tasks, and
a mere venue for long-winded discussions. Remember, you
need to get a hold of meetings, and not let them get control
over you. Here are some things to remember when organizing
or attending one:
Prepare an
agenda. Items up for discussion should always
be defined in terms of desired results. Attendees should
inform the organizer what issues they feel they need to
discuss. Filter matters that can be resolved outside of
the meeting. Things that do get into the list should be
given appropriate time and attention during the actual
meeting. Anything outside of the agenda should be withheld
for another time.
Allot time
for preparation. If you're the one calling for
a meeting, allow attendees enough time to prepare their
stat reports or other presentational materials they need
to pull in for the occasion. Don't give a five-minute
alert, unless you're only going to make an announcement.
If you are going to attend and realize that you are not
substantially prepared, inform the organizer of this fact
to avoid unnecessary time wastage on your part by attending
a meeting in which you have nothing to contribute.
Use technology
whenever necessary. Put up an exclusive mailing
list for each group you need to discuss things with. Announcements
can be spammed to the electronic inbox of every concerned
individual, only require these people to acknowledge receipt
of your message. Discussing issues over an egroup is more
efficient, and will allow you to resolve things in cyberspace,
while leaving the more difficult matters for time-consuming
meetings.
Put attendance
down to a minimum. Hand pick attendees and provide
them with a copy of the agenda. If on the other hand,
you feel that the agenda has nothing to do with you, inform
the organizer. People who are no longer concerned with
certain portions of the meeting should be allowed to leave
and get on with their tasks.
Choose the
best time and place. Meetings are best held around
lunch time or near the end of the day when people will
be less inclined to belabor issues unnecessarily. When
meeting with specific people, have it held in their cubicles
or rooms so that you can promptly end it when you're done.
Also, start and end at the agreed hours. Do not tolerate
tardiness. Be considerate of other people's time as well
as your own. Penalize offenders so that a standard will
be set.
Avoid long,
dragging meetings whenever possible. You can
only hold a person's attention span for so long.
Keep out interruptions.
Avoid all kinds of phone calls, client calls, even trips
to the bathroom once the meeting has commenced. Do not
serve noisy snacks or hold a meeting in a lounging venue
that will tempt people to be too relaxed and not pay strict
attention to what's going on. Do not furtively do some
other work during a meeting. Keep up a business-like atmosphere
and stick to the agenda, as light banter might lead to
time-wasting asides or discussions.
Close with
a call to action. To make sure that your meeting
was not for naught, summarize all the points that have
been taken up and make sure that every thing is clear
on the minutes. Before closing, review and affirm all
the agreements. Set-up a time and date for an accountability
session/ follow-up, thus ensuring a time frame for what
has been discussed. Disseminate the minutes of the meeting
to all concerned as soon as possible so that they will
have sufficient time to act upon points of conflict.
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