Business Meeting Etiquette Conducting a Professional and Productive Meeting Michelle Gottschalk, P.E. Construction Technical Support Director, INDOT November 20, 2013

The Facts Executives spend 75% of their time in meetings (“How to Win the Meeting” – Frank Snell) More than 70% of executives feel that most of the meetings they attend are a waste of time (Success Magazine) 67% said they attended more meetings this year than last year (Success Magazine)

The Bad News “I wish this meeting would end so I could get some actual work done.” Unfortunately, meetings are prone to fall into nonproductive pitfalls. Meetings may not have focus. Agencies/companies have too many meetings. Attendees may be unprepared. Most meeting time is wasted.

The Good News Employees benefit in several ways when a meeting is run well. Meetings are a great opportunity to communicate. Meetings develop work and leadership skills. Meetings are empowering. Meetings are morale boosting.

The Benefits Effective meetings work as a success engine The employees use them as a reliable tool to get answers and achieve results. Each success motivates to them to work harder.

The Benefits Effective meetings maximize productivity When people work as a team, they become more creative and more productive than any one individual. Good meetings free people to move ahead on the core activities that produce results.

The Benefits Effective meetings empower people Pride and ownership

The Benefits Effective meetings breed reliability and loyalty People are attracted to leaders who help them.

The Benefits Effective meetings create success A good meeting requires all of the elements of effective leadership Establishes good practices for use throughout the workday Serves as an excellent teaching venue to develop future leaders Many leaders use meetings to identify future leaders. Creates opportunity Someone who consistently contributes to effective meetings demonstrates skills to lead challenging opportunities.

The Benefits Success expands good practices Result is expanding excellence

The How So, what does it take to make meetings effective???

10 Simple Rules 1. RSVP and Arrival RSVP determines: Arrival Required meeting space Agenda Possible need to reschedule Arrival Arrive a few minutes early. Late arrivers should phone ahead. Leader should start on time. Do not wait for late arrivers

10 Simple Rules 2. Meeting Purpose Meeting leader should circulate a meeting AGENDA in advance Participants should express concerns about the agenda to the meeting leader ahead of the meeting Agenda items should be a list of objectives not discussion points “Begin with the end in mind” Agenda should mention the meeting's start and ending times

10 Simple Rules 2. Meeting Purpose cont. Good reasons for NOT conducting meetings Other alternatives would be just as effective Would a phone call, conference call, email, casual conversation work just as well? Can a decision be secured from one person without a meeting? Can one person help as opposed to a group? There is no time to properly prepare Key people are not available Timing is not right Desired results are not expected Costs outweigh benefits

10 Simple Rules 3. Be Prepared Ensure meeting is “right-sized”. Ensure minutes are assigned to a recorder prior to the meeting. Have enough agendas and handouts available on the table.

10 Simple Rules 3. Be Prepared cont. Organizer should circulate a sign-in sheet Sheet should include title info Copy should go to all attendees Each participant should come to the meeting with all of the materials she will need and an understanding of the meeting topic. Always bring a notebook and pen Leader should make certain there is a proper introduction of all attendees Don’t assume everyone knows each other

10 Simple Rules 4. Keep the Meeting and Attendees Focused Stick to the agenda – have clear focus. Have fewer (but better) meetings. Leader should seek regular input to keep the discussion alive and participation strong

10 Simple Rules 5. Attire and Conduct Dress appropriately and professionally No matter your roll, appearance and conduct at a meeting should convey professionalism…you are there for a reason!

10 Simple Rules 5. Attire and Conduct cont. Give your attention to the speaker Avoid side conversations while the meeting is going on.

10 Simple Rules 5. Attire and Conduct cont. Don't repeat what someone else in the meeting has already said to take credit for it! It's a time-waster, and Everyone in the room knows what you're doing

10 Simple Rules 5. Attire and Conduct cont. Don't escalate your voice to talk over a colleague. There is time for everyone’s constructive input

10 Simple Rules 5. Attire and Conduct cont. Body language is important Stay attentive and engaged Take notes Acknowledge points Leader should express appreciation for all constructive input

10 Simple Rules 6. Speaking Keep the meeting organized and respectful by only speaking when you have the floor. Ask questions during the designated question period, and raise your hand to be recognized by the leader as having the floor. Keep your questions succinct and clear. Do not interrupt someone while they are speaking or asking a question. Don’t be AFRAID to ask questions!

10 Simple Rules 7. Pay Attention! You may find that many of the questions you have about a topic are answered by the content of the meeting. Paying attention keeps you engaged. Paying attention saves time. Attend the entire meeting.

10 Simple Rules 8. Cell Phones and Laptops Turn off your cell phone prior to the start of the meeting. Unless laptop computers have been approved for the meeting, turn yours off and lower the screen so that you do not obstruct anyone's view.

10 Simple Rules 9. Meeting “Guests” Do not bring unannounced guests to a meeting. Do not forward Outlook invites without permission from the meeting leader

10 Simple Rules 10. Capture and Assign Action Items Actions items should be set before meeting is adjourned Helps assure completion Helps set date for next meeting Complete tasks assigned to you as expeditiously as possible File meeting notes and minutes Future reference Preparation for future meetings Meeting minutes should be available to attendees within 72 hours of the meeting

Be a True Leader Watch out for meeting dominators Eliminate intimidation and fear

Be a True Leader Be vulnerable – if you do not know, say so, apologize for mistakes, etc.! Encourage the objective of seeking meaning and truth not presenting own opinion at any cost Thank participants for good ideas

Be a True Leader Leaders must think like coaches and take the mindset of winning through others. Leaders must possess the ability genuinely take joy in others’ successes. Seek out ways to find success in the success of others

Be a True Leader Whether or not you are a true leader can determine success or failure Decision Meeting Project Team Office Company

Applications to Utility Coordination

Applications to Utility Coordination Difficult coordination requires successful communication Successful communication begins with productive meetings Best laid plans are doomed to failure without good communication with ALL parties involved

Applications to Utility Coordination Value input Involve utilities EARLY Listen closely to problems to understand a solution Consider all solutions offered First approach should be to avoid utilities when feasible Weigh the costs and benefits of each Take good notes/minutes Valuable reference later on for solutions and agreements reached

Applications to Utility Coordination Give utilities a reason to be there Outline utility related goals on agenda Be prepared with good information for them Approach as a partnership Discuss alternatives, not “Here’s the plans, now move.” Seek endorsement from all parties on the plan

Questions

Business Meeting Etiquette Thank you!!