How can you master meeting etiquette?

1 Know the purpose and agenda

Before any meeting, you should know why it is happening and what topics will be covered. This will help you plan your time, prepare your materials, and set your expectations. If you are organizing the meeting, you should send a clear and concise agenda to the attendees at least a day in advance. If you are attending the meeting, you should review the agenda and note any questions or comments you have. You should also confirm your attendance and inform the organizer if you have any special needs or requests.

2 Be punctual and presentable

One of the most important aspects of meeting etiquette is to show up on time and dress appropriately. Being punctual demonstrates respect for the organizer and the other attendees, as well as your professionalism and reliability. Being presentable means wearing clothes that suit the occasion and the culture of the organization, as well as grooming yourself and maintaining good hygiene. You should also bring any necessary items, such as a notebook, a pen, a laptop, or a presentation, and make sure they are in good working order.

3 Follow the rules and norms

It's important to follow the rules and norms of every meeting, whether they are explicit or implicit. Examples of meeting etiquette include turning off your phone and other devices, introducing yourself and greeting others politely, waiting for your turn to speak and listening attentively, using appropriate language and tone, avoiding side conversations and distractions, respecting different opinions and perspectives, staying on topic and following the agenda, asking for clarification or feedback if needed, and thanking the organizer and attendees at the end. Following these rules will help ensure that the meeting runs smoothly and that no one is offended.

4 Contribute and collaborate

Meeting etiquette is not only about being polite and respectful, but also about being productive and constructive. You should contribute to the meeting by sharing your ideas and insights, asking relevant questions and providing useful answers, offering suggestions and solutions, giving and receiving feedback, supporting and acknowledging others, summarizing and highlighting key points, as well as taking notes and action items. This way, you can help the other participants achieve the goals of the meeting and add value to the discussion.

5 Follow up and follow through

Once a meeting has concluded, the etiquette shouldn't end there. To ensure that the meeting was effective and that next steps are clear, you should follow up and follow through with the organizer and other attendees. This can be done by sending a thank-you note or email, reviewing the meeting minutes or summary, completing any assigned tasks or responsibilities, updating or informing others on the progress or outcomes, seeking or providing additional information or assistance, and evaluating or improving your meeting etiquette skills.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?