Explore the Unwritten Rules of Business Meeting Etiquette

Use these business meeting guidelines and useful tips to make your meetings more productive. Learn more about business meeting etiquette from the article.

In today’s business world, the opportunity to meet and collaborate with new people is greater than ever. Whether it’s attending an industry conference or meeting with a potential partner for a new venture, in-person interactions are an essential part of staying competitive. Working smoothly and communicating clearly in any business setting requires practice, preparation, and understanding of unspoken rules of etiquette. From hosting a conference call to offering constructive feedback to a colleague, there are many ways you can improve your communication skills and make your workplace a more comfortable and productive place to be. Communication is a two-way street, so when you’re trying to improve your communication skills, you must also be mindful of how your communication affects others. This can be especially tricky in a work setting, where every word has the potential to be scrutinized and cause friction. While there aren’t any written rules about how to conduct yourself during a meeting, there are universal social standards to which we all should adhere. If you want others to take you seriously and not see you as just another cog in the machine, it’s important to master these unspoken meeting rules. From how dress affects perception to when it’s appropriate to use technology during an encounter, read on for insider information on how best to present yourself in this type of environment.

Know the Environment

The setting in which your meeting takes place will influence the entire tenor of the event. If you’re not familiar with the environment, it’s important to ask about it to avoid any missteps or faux pas. Dress appropriately for the setting. For example, if you’re going to an investor meeting, you’ll want to wear a suit. If you’re going to a casual cafe, anything casual will do. If there are any inherent distractions in the room, such as a lot of noise, a strong scent, or bright lighting, be sure to let your host know. If there’s anything in the room that may be considered a distraction, politely ask that it be removed or toned down.

Be on Time

Arriving even five minutes early suggests that you’re anxious and unsure of yourself, while consistently showing up late suggests that you might be careless and unorganized. If you’re having a hard time hitting the right time, try using a site like Meeting Planner to help you keep track of everything.

Don’t Check Your Phone

Even if you’re expecting a call that you have to take, do not check your phone during the meeting. Make sure to silence your phone, and if you must take a call, step outside. If there is no urgency to take the call, do not answer it. You can always call whomever you were meeting back after the meeting is over. If you’re expecting a call, politely ask that it be held off until after the meeting. Alternatively, let your host know about the call ahead of time. If you absolutely must take the call, apologize and step away from the table so that you don’t disturb the conversation or the other attendees.

Maintain Eye Contact

Meeting etiquette dictates that you maintain eye contact when speaking and when listening to the other people in the room. Avoid fidgeting, crossing your arms, playing with your phone, or staring at your laptop while talking to others. These are all signs of disinterest, and they can make you seem rude. When you’re in a conversation with other people, make sure to actively listen to what they’re saying. Avoid zoning out or thinking about what you’re going to say next. Instead, give them your full attention. If you’re having trouble doing this, try using a printed copy of your speech with a laser pointer. Avoid looking around the room, gazing at the floor, or staring intensely at one person. Instead, look around the room evenly and make eye contact with everyone in the room every once in a while.

Shake Hands and Introductions

Be sure to shake everyone’s hand and introduce yourself before the meeting starts. It’s unwise to introduce yourself while the meeting is already underway, as it will distract those who are already speaking. You can shake someone’s hand while you’re sitting down, but if you’re standing, wait until you’re both standing to shake hands. If there are any people in the room whose names you don’t know, ask the host if you can introduce yourself before the meeting begins. You can also wait until the meeting is over and ask the people you met if they remember you.

Don’t Over Use Facial Expressions and Body Language

In general, meeting etiquette dictates that you remain calm and avoid dramatic facial expressions and body language. Nodding when appropriate, smiling, and maintaining an upright posture are all good ways to keep your calm demeanor intact. Staying away from fidgeting or fiddling with things in your hands, crossing your arms, or putting your hands in your pockets are all ways to keep non-verbal cues calm and collected. Avoiding eye contact, sighing heavily, or letting your voice trail off are all ways that you can communicate that you are feeling uncomfortable with the conversation or situation. However, if you’re agreeing with someone, avoid vigorously nodding your head. Instead, simply nod once or twice to show that you understand. If you’re unsure about something someone said, but don’t have any questions, keep your thoughts to yourself and avoid any dramatic gestures.

Conclusion

Business meetings are an essential part of any professional’s life. Whether you’re pitching a new client, planning for a quarterly review, or attending an important meeting, you want to make sure that you’re putting your best foot forward. Luckily, there are plenty of ways to improve your business meetings and make them productive, meaningful events rather than a necessary evil. With these tips, you can make sure that your next meeting is a success. They allow you to network with others in your industry, pitch new ideas and collaborate on projects with colleagues. Therefore, it’s important to do everything you can to present yourself in a positive light. To do this, you must follow the unspoken rules of business meetings. Be on time, don’t check your phone, maintain eye contact, shake hands and introduce yourself to everyone in the room. Don’t over-use facial expressions or body language, and let your ideas do the talking. With these tips in mind, you’ll be well on your way to mastering the art of meeting etiquette.