The purpose of meeting etiquette is to establish comfort levels, improve efficiency, and provide safe harbor for ideas. Meetings are not so much brainstorming sessions as a decision making tool.
Establish roles
- Chair / Facilitator. Runs the meeting.
- Arbitrator. Enforces meeting Etiquette. The facilitator can be the arbitrator of meeting etiquette, but it’s often better to appoint a separate meeting member to coach meeting etiquette so the Facilitator can concentrate on the Agenda.
- Secretary / Scribe. Responsible for minutes.
Start and end the meeting on time
- Have you ever noticed people who are perpetually late are just a few minutes late all day? I used to joke with a colleague that he should begin his day just a few minutes early. Then, he could be on time all day.
- Don’t be the guy who is late.
- If you can’t attend, send an informed delegate with the authority to be your proxy. No second guessing allowed.
- Notice that since Expectations and Next Steps will be reviewed, the last 10 minutes or more must be reserved.
It looks something like a Red Cross meeting, but it is just the normal state of patriotic girls during the Great War. - Victoria, 25 October 1916
Introductions
Introductions are most effectively performed before the meeting. Trust is earned and begins with familiarity. Many people will not share openly if they do not have a connection with everyone in the room. Describing roles at least gives participants an idea of other member motivations.
- If folks do not know each other, ensure they do, along with their roles.
- Remind attendees of Meeting Etiquette if they are not familiar.
One meeting
The intellectual and creative juice of combining personalities dissipates and frays with background chatter and multiple threads. There is a time for multiple discussions, but not in a formal meeting.
- No one talks over anyone else.
- No sidebar conversations.
Safe
It is possible to have a public forum or hearing or debate. It is not possible to have an effective public meeting.
- What is said in the room, stays in the room.
- There is nothing worse than a political meeting. Posturing for significant others reduces the chances of optimal accomplishment. Everyone must be able to say what they think without fear of reprisal.
- Attendees should be given a chance to approve and edit the Minutes before they are published.
- A ‘public meeting’ is an oxymoron.
Stay on topic
- Digressions should be interrupted and either dropped or recorded and ‘parked’ for another time.
- For each Agenda topic, it iss usually a good idea to allow everyone to give their thoughts before proceeding on to discussion. All important points will usually be addressed in a more efficient manner that way.
- Finish one topic (Agenda item) before moving to the next.
Respect
- There is no such thing as a stupid contribution.
- No bashing allowed:) Conversation must remain respectful and non-critical.
- It is impossible to free-associate if participants are fearful their creative juices will be shot down.
- If you have a better idea, say, “Let me build on that…”
No distractions
- No cell phones.
- Barring emergency, no interruptions.
- If the meeting is scheduled over 2 hours, a short break is usually appropriate.
Preparation by all participants
- Read the Agenda and prepare your portion, and be ready to participate and contribute.
- If you are giving a presentation, ensure your materials are working before the meeting. Fumbling with the projector for instance, is disrespectful of others’ time.
- Eating and bathroom breaks should be taken care of beforehand.
Brevity
- Be succinct and clear in both discussion and questions.
- A good arbitrator earns their wages here.
Photo courtesy of State Library of New South Wales collection on flickr.
Further Reading
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