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

The Facts More than 70% of executives feel that most of the meetings they attend are a waste of time; 67% said they attended more meetings this year than last year (Success Magazine) Executives Spend 75% of their time in meetings (“How to Win the Meeting” – Frank Snell) A colossal waste of resources (and $$) if meetings aren't effective

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 empowering Meetings are a great opportunity to communicate Meetings develop work skills and leadership 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 work on the core activities that produce results for your business

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 Someone who consistently leads effective meetings should be able to lead larger projects

The Benefits Success expands good practices Result is expanding excellence

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

Etiquette Basics Meeting leader Manage your time well – try setting time limitations on each topic Manage behavior such as outbursts, going off on tangents and negativity Ask for feedback Attendees Don’t interrupt Be attentive Cut the cell phone Contribute – make meeting interactive Keep confidential matters confidential

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

10 Simple Rules 2. Meeting Purpose Good reasons for not conducting meetings Other alternatives would be just as effective Would a phone call, conference call, or 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 2. Meeting Purpose cont. The meeting leader should circulate a meeting agenda to each participant at least one week in advance Participants should express concerns about the agenda to the meeting leader at least 48 hours ahead of the meeting Agenda items should be a list of objectives not discussion points The agenda should mention the meeting's start and ending times

10 Simple Rules 3. Be Prepared Ensure meeting is “right-size” 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 that includes place for contact info 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 Long meetings should have a breaks

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

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

10 Simple Rules 6. Speaking Keep the meeting organized 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 Keep your questions succinct and clear Do not interrupt someone while they are speaking or asking a question

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 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 laptops 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 Complete tasks assigned to you as expeditiously as possible Actions items should be accompanied by an expected completion date Helps assure completion Helps set date for next meeting 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 A true leader can determine success or failure Decision Meeting Project Team Office Company

Be a True Leader Watch out for meeting dominators Eliminate intimidation and fear Encourage others to seek meaning and truth, not presenting their own opinion at any cost

Be a True Leader Lighten the atmosphere with professional humor Be vulnerable – if you do not know, say so, apologize for mistakes, etc.! 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 to genuinely take joy in others’ successes Seek out ways to find success in the success of others

Applications to Utility Coordination

Give utilities a reason to be there Outline utility related discussions on agenda Be prepared with good information for them Approach as a partnership Discuss alternatives, not “Here’s the plans, now move.” ” 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