Meeting Etiquette 101: The "Dos" and "Don'ts" of Meeting Manners

Why is it that business meetings tend to run over-time, and the topics of discussion often bleed into the next meeting? The culprit is usually poor meeting etiquette.

It happens in many offices across the globe: Someone's cell phone rings, and it must be answered immediately due to its "urgency." Other attendees are more interested in their own private conversations than the presentation taking place, disrupting both the presenter and their colleagues. Also, food served during the meeting may distract participants from the topics of discussion.

Other scenarios include important attendees showing up late or speaking without an agenda, thus leaving room for gripe sessions - rather than productive discussions. The simple fact is that in order to be successful, meetings must have guidelines.

So, what are the top "dos" and "don'ts" of organizing a productive meeting?

Do Come Prepared

If you have a matter that you would like to discuss, let the meeting organizer know ahead of time and be sure to bring all necessary tools such as pens and paper. Also, bring all relevant information, including teleconference numbers, video conferencing information and presentation handouts. If you were assigned a task at the last meeting, be sure to complete it before you arrive.

Do Not Leave Your Blackberry On

It's common, but that does not make it right. Many people leave these devices on during meetings, creating a disturbance when they receive e-mails or phone calls. Some people even leave meetings to take "important" calls. Just as you wouldn't leave a fancy dinner party or date to take a call, or keep your phone on at a movie theater, turn your BlackBerry off when attending meetings.

Do Ask Only Relevant Questions

Keep on topic by asking questions only relevant to what is being discussed. Jumping ahead or discussing something completely unrelated to the meeting will only waste time and detract from its purpose.

Do Not Leave the Meeting Early

If you accept the invitation, be prepared to stay for the duration of the meeting. If you absolutely cannot stay for the entire time, be sure to let the meeting organizer and/or group know ahead of time so everyone is prepared for the disruption.

Do Not Interrupt

In everyday situations, interrupting is rude. So why would it be any different in a business meeting? Wait your turn and, if you must, revert back to your school days and raise your hand so the meeting organizer or presenter knows you have something to say.

Do Not Eat During a Meeting

Many meetings, especially meetings held over the lunch hour, offer food. While food may be served, it is neither proper - nor attractive - to have a mouth full of food when answering a question or have crumbs drop over important documents. If at all possible, eat prior to (or after) the business of the meeting. If business takes place during the meal, practice your dining etiquette.

Proper meeting etiquette means being courteous and considerate. Business meetings are established to provide useful information in order to maximize business potential. And, maximizing that business potential will only be delayed or cut short if proper etiquette is not followed.