1. Business Meeting Etiquette Chapter Twelve: Business Meetings that Work J.S. O’Rourke, IV University of Notre Dame / USA

2. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-2 So many ways to meet, so little time Definition: A business meeting is a gathering in which a purposeful exchange or transaction occurs among three or more people with a common interest, topic, or problem.

3. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-3 Is this meeting really necessary? You should call a face-to-face meeting when you cannot accomplish your communication goals in any other way. In other words, a meeting is the communication tool of last resort, after you have considered and discarded other forms of information exchange.

4. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-4 What are my other options? Telephone conference E-mail or voice mail Teleconferencing Memo/fax

5. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-5 Call a face-to-face meeting to: Talk about goals. Reach a consensus. Listen to reports. Discover or solve problems. Train people. Gather opinions. Explain plans and programs. Keep things moving. Tell people what to do and how to do it. Build morale.

6. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-6 Meet with people who: Have to carry out what's decided. Have valuable information or good ideas. Can approve the results. Represent divergent views. Are indispensable to the success of the decision.

7. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-7 Decide who should participate Invite those who must carry out what's been decided. Invite those who have valuable information, good ideas, or divergent views. Include those who can approve the results or are indispensable to the success of the decision.

8. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-8 Before the meeting Announce an Agenda. Unless secrecy is essential, meetings are more likely to succeed with an agenda. State the problem properly, as a question of fact, value, or policy. Include all relevant detail in the announcement (topic, date, time, place, and participant responsibilities)

9. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-9 How to conduct a successful meeting Begin and end on time. Follow the agenda. Stimulate discussion, and encourage full participation. Focus the groups' effort on their goals. State the conclusion and plan of action. Follow-up after the meeting: distribute notes or minutes and complete action items.

10. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-10 How to solve problems in meetings State the problem in the form of an affirmative question. Define and limit the problem. Collect facts on the history of the problem. Establish criteria. Assess those criteria in light of their practicality, feasibility, and the rights of others.

11. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-11 How to solve problems in meetings List possible solutions. Evaluate suggested solutions. Determine a course of action. Tell those responsible for making the solution succeed.

12. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-12 Leadership responsibilities Any successful meeting depends in large measure on the competence and motivation of the leader. In the absence of effective leadership, no group, no matter how well intentioned, will experience the success they hope for.

13. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-13 Leadership styles Authoritarian: behavior ranges from firm suggestions to commands that must be carried out. Democratic: works on the principle of participation and mutual support. Leaderless: an abdication of responsibility from one person to the group as a whole.

14. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-14 Admired behavior Knowledgeable and results-oriented Exceptional, insightful listener Consistent demeanor Approachable and accessible Honor commitments Honest

15. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-15 What not to do while in a meeting Take telephone calls Check e-mail Interrupt others Be late Leave early keep others waiting Talk about your last or next meeting Monopolize the conversation Apply personal criticisms Tape record without permission of participants Eat/drink, unless previously agreed

16. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-16 Electronic communication etiquette When using cellular phones: ◦ Switch phones off in meetings. ◦ Switch phones off before entering cinemas, theaters, concerts, or any public performance. ◦ Use voicemail to keep in touch with your office, and to allow callers to leave messages for you.

17. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-17 Electronic communication etiquette When using cellular phones: ◦ Use quiet message notification (vibration or flashing light). ◦ Arrange to divert urgent calls to an assistant or colleague. ◦ Watch your voice level in public ◦ Beware of private conversations in public settings.

18. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-18 E-mail etiquette Make sure the subject line is specific Clean up clutter when replying to or forwarding e-mail Personalize and sign your e-mail Include the question and answer in a reply DO NOT TYPE IN ALL CAPS Don’t send junk mail Remember, it’s never really private

19. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-19 Teleconferencing etiquette Remember visibility restrictions Announce who enters and leaves the room Avoid extraneous noise, as AV systems are very sensitive Make good use of graphics (no more than 8 lines of type and six words per line) Avoid excessive white space Darker backdrops better for overheads

20. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-20 Teleconferencing etiquette Avoid navy and black suits Pastel shades work better on television as do bright blues, greens, and pinks Avoid glittering jewelry, horizontal stripes, busy patterns Remember that person on your left will appear on the viewer’s right Keep all participants in camera range Consider name/tent cards Watch mannerisms

21. Copyright ©2013 Pearson Education, Inc. Publishing as Prentice Hall 12-21