Be punctual

Meeting Etiquette Rules

Be punctual

Being on time to meetings shows maturity, professionalism and courtesy to the rest of the meeting attendees. Leaders want their meetings to run efficiently, so eliminating distractions associated with lateness is an important step in this process. Outside of the workplace, arriving a bit late for social events or appointments may be fine, but in professional settings, it is usually expected participants arrive on time.

Coming a few minutes early is even better so you can sit down and get situated before the meeting begins. If you do find yourself running late to a meeting, give a simple apology to everyone, have a seat and focus on the discussion right away.

Come prepared

Many meeting organizers send out emails with a rundown of the agenda, especially if it's a meeting with a lot of people and a number of topics that the organizer wants to discuss. An agenda will ensure the meeting runs smoothly and efficiently. They may also ask that attendees bring materials to take notes with, come with suggestions or ideas regarding a topic or complete an assignment prior to the meeting. Make sure you come fully prepared with anything the organizer requires.

Dress professionally

Depending on the nature of your office, the attire that is appropriate may vary. Follow the dress code rules your office enforces for in-office meetings. If you are meeting a client outside of the office the same rules usually apply, but you may want to ask your manager what the appropriate attire is if you have uncertainties.

Speak loud enough

When you speak during the meeting make sure to speak loudly and clearly so everyone can hear you. This portrays confidence and makes you look more professional. It also ensures everyone hears your thoughts and can respond accordingly. Soft speaking can affect the meeting's efficiency if you need to repeat yourself or someone mishears you.

Actively listen and participate

Meeting productivity relies on participants listening well to others and actively participating in discussions. You could practice active listening by nodding or paraphrasing what the other person is saying to show understanding, expressing your concern or asking specific, probing questions. In addition to showing the person that you respect their opinion and want to hear what they have to say, active listening helps you stay focused and offer more meaningful responses.

Take turns speaking

Business meetings sometimes create exciting and passionate conversations where everyone wants to give their input. The best thing to do is wait for your turn to speak and allow others to finish their thoughts before jumping into the conversation. Follow any speaking rules the facilitator has, such as raising your hand. Also, write down your main points if you think you might forget what you want to say while waiting, but try to continue listening to the conversation while writing.

Follow the agenda

Staying on topic is good business etiquette because it reduces time wasted on tangents. Business meetings sometimes go off agenda, but it's helpful to the facilitator if you stay on task and try to keep the meeting productive. If you can, lead the conversation back to the original topic if you notice it drifted to an unrelated subject.

Ask questions at the appropriate time

The best time to ask questions is during the presentation at opportune moments when your question is relevant to the presenter's information. Be courteous and wait for a break in their speech to raise your hand. They will also likely invite attendees to ask questions periodically during the presentation. Try to avoid asking all of your questions at the very end when the meeting needs to wrap up. If you have unanswered questions at the end you could stay to ask them privately or send an email to the meeting leader.

Be attentive to your body language

It's easy to get restless during long meetings. Try to avoid the following habits:

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  Tapping pens
  
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  Fidgeting
  
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  Swiveling your chair side to side
  
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  Tapping your feet
  
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  Rustling papers
  
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  Making quiet noises like humming or clicks
  

Though harmless at your own desk, these behaviors can distract presenters and listeners and may give them the impression that you aren't interested. Pay attention to the body language you're using in the meeting.

Put away technology

Many people tend to keep their phones on the table during meetings, but this may turn into a distraction if it accidentally rings, buzzes or lights up. Turn off or silence your device, then put it away where it is no longer visible, such as in a purse, briefcase or jacket pocket. You may want to bring paper and pen to take notes and avoid the distraction of technology. However, if you need to refer to information on your laptop, check with the organizer to see if it's appropriate to bring it along.

Eat and drink appropriately

Normally water and coffee are acceptable to drink during meetings, but check if food is fine to bring. Often the smell of food and chewing sounds can distract others, so it's likely best to leave the food for after the meeting. If it's a lunch meeting, eat quietly and respectively. Also, always clean up after yourself and leave your seat the way you found it.