5 Rules for Meeting Etiquette

I am amazed at how frequently I’m invited to meetings that have no agenda or stated purpose. In the management training I took many, many years ago, it suggested that I decline meetings that fail to explain why I need to attend. Without an agenda or purpose, attendees will have no ability to prepare. Important information may be unavailable at the meeting because of this unnecessary lack of meeting organization.

Here is my list of Top 5 Rules for Meeting Etiquette:

1.      Agenda

When you invite people to a meeting, share an agenda, including the purpose for the meeting, so attendees understand why they have been invited, and are able to prepare.

2.      Come Prepared

Spend an appropriate amount of time to prepare for meetings. Get up-to-speed on the topic for the meeting. Collect the information that you may be called on to provide during the meeting. In sales meetings with prospects, I organize my questions so I can learn more about their organization and business problems.

3.      Stick To Your Schedule and Be Respectful of People’s Time

Some meetings go on for far too long, as side discussions or operational minutia can take the meeting down a rabbit hole. Manage the timing of the agenda and know when its time to move on to the next topic so you can end the meeting at the scheduled time.

4.      Punctuality

Make an effort to arrive on-time. Being late to a meeting is disrespectful. Sometimes there are legitimate reasons for being late, so if you expect to be late, give the organizer advanced warning.

5.      Minutes and Action Items

For online meetings, AI assistants can produce high quality minutes with decisions and action items. For in-person meetings, assign someone to be a note-taker. Make sure that Action Items have people and dates (or deadlines) associated. If decisions have been made during the meeting, make sure these are clearly highlighted.