1. CBP Program – Business Etiquette
Module 3: Meeting and Board Room Protocol

2. Module 3: Meeting and Board Room Protocol
Objectives:
Note the guidelines for planning meetings
Note the guidelines for attending meetings

3. Introduction
Meetings have developed a bad reputation for time-wasting. Many of the criticisms of meetings can be easily addressed if proper care is given at the planning stage.

4. Guidelines for Planning a Meeting
A meeting is a gathering of persons to present or exchange information, plan joint activities, or carry out actions already agreed upon.
Before the Meeting
The following are planning guidelines to be implemented before the meeting day:
Clarify the purpose of the meeting
Draw up an agenda
Book room and equipment needed and plan meals if needed
View meeting room
Send out confirmation correspondence at least one-week in advance
Remind attendees of meeting date, time, and location a day or two before the meeting

5. Guidelines for Planning a Meeting
On the day of the Meeting
The following are planning guidelines to be implemented on the meeting day:
Set up the room appropriately
Make sure all equipment is working properly
Adjust the lighting
Confirm all presenters have presentations ready
Ensure necessary documents are available
Ensure room is properly marked to be easily found

6. Guidelines for Attending a Meeting
The following are guidelines for the Chairpersons:
Arrive early
Stick to the agenda
Ensure the confidentiality requirements
Solicit participation
Ensure that someone records the meeting (ideas, decisions, etc.)
Manage time
Set dates and times for follow-up meetings
Confirm and review the meeting decisions
Determine if anyone else should be included in future meetings

7. Guidelines for Attending a Meeting continued…
The following are guidelines for Attendees:
Prepare well and make sure you have read all materials
Dress professionally
Arrive on time and ask where to sit if you don’t know
Switch off mobile (get permission from chairperson if you are expecting an urgent call)
Bring agenda, papers, pens, and notebook
Allow more senior individuals to contribute first
Participate actively
Don’t chew gum, hum, etc.
Raise your hand to speak and don’t interrupt
Never disclose info to others about the meeting

8. Guidelines for Attending a Meeting continued…
The following are guidelines for Presenters:
Keep presentation short & simple, and grammatically correct
Briefly describe the presentation
Limit the number of slides used
Use high contrast color combinations (limit to use of red & green for color-blind people)
Prepare and distribute handouts
Get to know the work environment and the equipment is working properly
Disable all distractive software from your computer (ex. MSN messenger)
Practice
Don’t read word-for-word
Encourage audience participation
Summarize presentation in the end

9. Exercise Time!!!
At a dinner meeting, is it acceptable to leave a cell phone at the table?
a. Yes, but you should leave the table.
b. Never, the person “in person” should get your full attention.
c. yes, as long as everyone else has theirs left on.
2. If a meeting is scheduled for 9:00 am, what time should an employee arrive?
Not more than thirty minutes prior to the meeting time.
Not earlier that 8:50 am; that gives you ten minutes to get organized.
Don’t be early; they’ll think you’re overly eager.
3. Whom do you introduce first at a meeting?
James, a co-worker.
B. Steven, sales coordinator at Ad-World, a potential client.
Jayne, a vice president at your company.