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A good business
meeting is one where all the players show courtesy and
respect. This approach conveys a simple message: We’re all
professionals here, so let’s have a productive meeting.
The following are some points to be
considered for a meeting:
1. When asked via phone, email, or electronic calendar to
attend a business meeting, be sure to reply if a reply is
requested. Some meetings are structured and spaces secured on
the basis of expected attendance.
2. Arrive Early. If this is not possible, arrive at the
scheduled time at the latest— but never late. Do not assume
that the beginning of a meeting will be delayed until all
those planning to attend are present. If you arrive late, you
risk missing chance to provide your input. Also, you should
not expect others to fill you in during or after the meeting;
everyone is busy, and those who were conscientious enough to
arrive on time should not have to recap the meeting for you.
3. Come Prepared. Always bring something to write on as well
as to write with. Meetings usually are called to convey
information, and it is disruptive to ask others for paper and
pen if you decide to take notes. If you know you will be
presenting information, ensure that your handouts, view foils,
PowerPoint slides, etc., are organized and ready.
4. Do Not Interrupt. Hold your comments to the speaker until
the meeting has adjourned or until the speaker asks for
comments, unless, of course, the speaker has encouraged open
discourse throughout the meeting. Also, do not interrupt other
attendees.
Hold your comments to others in the meeting until after the
meeting is adjourned. Conversation during a meeting is
disruptive to other attendees and inconsiderate of the
speaker.
5. Abstain from Electronics. As the notice posted at the
beginning of films in movie theaters requests, “Please silence
cell phones and pagers.” Activate voice mail if you have it,
or forward messages to another phone.
6. Speak in Turn. When asking a question, it usually is more
appropriate to raise your hand than to blurt out your
question. Other attendees may have questions, and the speaker
needs to acknowledge everyone.
7. Let the questions, be succinct and clear. If your question
is detailed, break it into parts or several questions. But be
sure to ask only one question at a time; others may have
questions as well.
8. Pay Attention. Listen to the issues the speaker addresses,
the questions from the attendees, and the answers provided.
You do not want to waste meeting time asking a question that
has already been asked.
9. Be Patient and Calm. Do not fidget, drum your fingers, tap
your pen, flip through or read materials not concerning the
meeting, or otherwise act in a disruptive manner.
10. Attend the Entire Meeting. Leave only when the meeting is
adjourned. Leaving before the end of the meeting— unless
absolutely necessary and unless you have prior permission—can
be disruptive to other attendees and inconsiderate of the
speaker.
11. Respond to Action Items. After the meeting, be sure to
complete any tasks assigned to you as expeditiously as
possible; file your meeting notes or any formalized minutes
for later review or to prepare for future meetings.
The following is a joke which I heard long back which is of
course makes a lot of sense.
What did the employee say when his boss asked why he missed a
recent meeting?
Answer: “Sorry, I had to get some actual work done.”
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