The meetings are the top and crest part of a group. People who have experienced sitting in a long business meeting will understand why it is necessary to function professionally and make the attempt easier for themselves as well as for others. Few protocols are same throughout all business meetings. Management expert Mike Richardson advises on the importance of such gatherings. Do not regard meetings as an awful thing, a waste of time, says Richardson, who happens to be the writer of Wheelspin, a book on agile executive’s manifesto.
Meetings are beneficial and efficient when people combine their efforts, ideas, dedication and work as a Team. Whereas the participants who fail to follow the protocol and code of conduct might turn annoying and exhausting, which will lead to a Negative image.
Stay well prepared: As they quote 'being well prepared is the half job done.' A well-prepared person in a meeting does not waste the time of other people and has a quick overview of materials, matter and agenda once the meeting starts. After you receive a request for attending a meeting, make sure to learn about the necessity of the meeting, purpose, the person who arranged the meeting, information about the other participants and the most possible conclusions of the meeting.
Plan some time to collect the information and details which you will be needing for the meeting. Try to find out about your role in that meeting and how can you help achieve a common goal. Plan what to speak during the meeting and visualize where you will belong in the meeting.
Be punctual: Make it a point to always arrive on time. Arriving late in a business meeting is regarded as very bad etiquette. Being on time certainly helps you to feel relaxed and nicely settle down in the initial phase. This will also help you in being totally updated about the purpose of the meeting from the start. Moreover, it will help you mark a good rapport among the colleagues.
Listen carefully to others and act smart: You must try to play smart and listen to each and every point conveyed by the people in a meeting. You should not speak anything that comes to your mind unless the rules or strategies are being presented. Successful and smart speakers always follow the “1-minute rule.” Before you start speaking, it’s best to wait for the speaker to finish his turn. It will show that you have been attentive and paid attention throughout the speech.
Focus and aim on your team: People appreciate it when their fellow colleagues recognize and honor their contribution and efforts. If you like what a person has said, you must tell them that you appreciate it. On the other hand, if you felt bad and offended by some comment do not react impulsively, instead, bringing out the issue later will help build a better bond and will show your dedication towards your team. Always maintain your cool. Lastly avoid sarcastic comments.
These are the few golden rules and protocols which assuredly helps in getting the most and the best out of a meeting.