Business meetings are an integral part of many people's workday---meetings are an ideal way to share information and communicate with others. Understanding business meeting etiquette is vital if you want to display a professional appearance and build a respected relationship with co-workers and potential business associates. Know the different types of business meeting situations as well as the proper etiquette for planning and managing a meeting.
Planning and Preparation
Planning an agenda for the meeting is critical to accomplishing your goals. Email a copy of the agenda to all participants several days in advance so everyone can prepare. Set a time frame for the meeting and stay on schedule for both start and stop times. Daily morning and quick review meetings can be done in stand-up mode to avoid the meeting from lasting too long.
Meeting Manager
Have one person lead the meeting to avoid getting off track. A business meeting can have a variety of different attendees--from executives and other upper management to employees. Avoid focusing on one topic too long. If everyone is in agreement on a topic, move onto the next topic on the agenda. Controlling and managing a meeting adds to productivity and meeting all goals of the agenda.
Business Lunches and Dinners
Discussing business over a meal is common. Make sure the invited party understands the purpose of the business lunch or dinner prior to arrival. Arrive early---both lunch and dinner meetings are often time crunchers because both a meal and business are involved. Always shake hands when your guest or party arrives and be prepared to make a bit of small talk while everyone settles in. Understand basic dining etiquette such as placing the napkin in your lap as soon as you are seated, and know the difference between the salad and dessert fork. Place utensils horizontally across the plate to signal the wait staff you have completed your meal to avoid interruptions. The meeting host generally pays for the meal; however, paying for the meal is generally done discreetly. Always stay for the entire meal, including dessert. Thank each guest individually for coming.
Conference and Video Calls
Conference and video calls are common in today's workplace, as many companies have employees globally. Keep in mind attendees may be in a variety of different time zones. Decrease background noise by using a landline phone and hold the call or conference in a quiet room. No visual cues are available during a conference call---it is critical to listen carefully and take notes on all points discussed. If a topic or point made was unclear, ask for clarification.
International Considerations
The reality of international business has caused business executives to brush up on cultural skills. Respecting and understanding a country or region's cultural differences is critical. Research each area's specific manners, communication styles and etiquette prior to arrival. Review guidelines for specific countries during an overseas flight to keep items fresh in your mind. Ask colleagues or other company employees who have recently traveled to the area for business advice.
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