This article from author Valerie Sokolosky details four key aspects of meeting etiquette and provides a meeting checklist.
This article was originally published by Valerie & Company on October 15, 2024.
I've been thinking a lot about meetings lately - and how easily they can go off track. We've all been there: stuck in a never-ending discussion, struggling to stay focused, or worse, wondering why we're even there.
As someone who's spent countless hours in meetings, I've learned that etiquette makes all the difference. It's not just about following rules; it's about respecting others' time and energy.
The most important rule of all - NEVER show up late for a meeting - stumbling into a conference room flustered, and apologetic is definitely not the best way to start a meeting. Plan to arrive a few minutes early, whether virtually or in-person. It's amazing how much of a difference those extra minutes make.
Let’s explore some key aspects of meeting etiquette that can elevate our gatherings from mundane to meaningful.
1. Punctuality Matters (it never goes out of style!)
Arriving on time for a meeting is one of the simplest yet most powerful ways to demonstrate respect for your colleagues. Punctuality sets a positive tone and shows that you value their time. I recall a meeting I attended where several participants arrived late, and it created an atmosphere of frustration and disorganization. The meeting started late and lost momentum right from the beginning.
Ask yourself: How do you ensure you’re punctual? Do you set reminders or allocate extra time to get to your meetings? Personally, I find that leaving a little earlier helps me arrive relaxed and ready to contribute.
2. Come Prepared
Preparation is key to a productive meeting. It’s not just about showing up; it’s about being informed and ready to engage. Make it a habit to review the agenda and gather any necessary documents beforehand. When I prepare for a meeting, I often jot down questions or points I want to discuss. This proactive approach helps me stay focused and contributes to the conversation.
Have you ever been caught off guard because you didn’t prepare? Perhaps there was a topic you didn’t fully understand, or you had no data to back up your points. These situations can be frustrating and can hinder your contributions. By taking time to prepare, you not only increase your confidence but also add value to the discussion.
3. Take Meaningful Notes
Note-taking during a meeting can significantly enhance your retention of information and demonstrate your engagement. Instead of merely transcribing everything, try to capture key points, decisions made, and action items. I personally find that writing by hand helps me remember better, as it engages different parts of my brain.
What’s your note-taking style? Do you prefer digital tools like tablets or software, or do you stick with good old-fashioned pen and paper? Whatever your preference, ensure your notes are organized so you can easily refer back to them when needed. This practice not only aids your memory but can also be a valuable resource for future reference.
4. Follow-Up is Essential
After the meeting, take a moment to send a follow-up email summarizing key discussions and outlining next steps. This not only reinforces accountability but also keeps everyone on the same page. I remember a time when I neglected to send a follow-up after a particularly important meeting. It led to confusion and miscommunication about who was responsible for various tasks.
Receiving a follow-up email that clarifies key points can be a game changer, right? It’s a simple yet effective way to enhance communication. By summarizing the main points and action items, you provide clarity and direction for the team, ensuring that everyone understands their responsibilities moving forward.
Mastering meeting etiquette is all about respecting ourselves and one another. It goes beyond just following a list of rules; it’s about creating a space where everyone feels valued and heard.
When we approach meetings with professionalism, we set a positive tone that encourages open communication and collaboration. This not only improves the quality of our discussions but also helps build a sense of community among the team.
When we work together effectively, it makes the whole experience so much more enjoyable!
Meeting Checklist
Before I attend any meeting I always use a checklist to make sure I've gone through the agenda and that I have everything organized and ready at hand. I've created a free download for you to use as a checklist to include in your folder ready for your next meeting!
This handy tool is designed to help you navigate your professional meetings with confidence and grace. Here’s what you can expect:
- Before the Meeting: Tips on punctuality, reviewing the agenda, and preparing necessary materials to set yourself up for success.
- During the Meeting: Reminders to engage actively, practice good listening, and take meaningful notes to capture essential information.
- After the Meeting: Guidance on sending follow-up emails and reflecting on the meeting to continuously improve your contributions.
This checklist is your go-to resource for making every meeting more productive and enjoyable.