Business Meeting Etiquette Conducting a Professional and Productive Meeting Michelle Gottschalk. P.E. Construction Tec

1. Business Meeting Etiquette Conducting a Professional and Productive Meeting Michelle Gottschalk. P.E. Construction Technical Support Director, INDOT November 20, 2013

2. The Facts • More than 70% of executives feel that most of the meetings they attend are a waste of time; 67% said they attended more meetings this year than last year (Success Magazine) • Executives Spend 75% of their time in meetings (“How to Win the Meeting” – Frank Snell) • A colossal waste of resources (and $$) if meetings aren't effective

3. The Bad News • “I wish this meeting would end so I could get some actual work done.” • Unfortunately, meetings are prone to fall into nonproductive pitfalls: • Meetings may not have focus • Agencies/companies have too many meetings • Attendees may be unprepared • Most meeting time is wasted

4. The Good News • Employees benefit in several ways when a meeting is run well: • Meetings are empowering • Meetings are a great opportunity to communicate • Meetings develop work skills and leadership • Meetings are morale boosting

5. The Benefits • Effective meetings work as a success engine • The employees use them as a reliable tool to get answers and achieve results • Each success motivates to them to work harder

6. The Benefits • Effective meetings maximize productivity • When people work as a team, they become more creative and more productive than any one individual • Good meetings free people to work on the core activities that produce results for your business

7. The Benefits • Effective meetings empower people • Pride and ownership

8. The Benefits • Effective meetings breed reliability and loyalty • People are attracted to leaders who help them

9. The Benefits • Effective meetings create success • A good meeting requires all of the elements of effective leadership • Establishes good practices for use throughout the workday • Serves as an excellent teaching venue to develop future leaders • Many leaders use meetings to identify future leaders • Someone who consistently leads effective meetings should be able to lead larger projects

10. The Benefits • Success expands good practices • Result is expanding excellence

11. The How • So, what does it take to make meetings effective???

12. Etiquette Basics • Attendees • Don’t interrupt • Be attentive • Cut the cell phone • Contribute – make meeting interactive • Keep confidential matters confidential • Meeting leader • Manage your time well – try setting time limitations on each topic • Manage behavior such as outbursts, going off on tangents and negativity • Ask for feedback

13. 10 Simple Rules • 1. RSVP and Arrival • RSVP determines: • Required meeting space • Agenda • Possible need to reschedule • Arrival • Arrive a few minutes early • Late attendees should phone ahead • Leader should start on time • Do not wait for late attendees

14. 10 Simple Rules • 2. Meeting Purpose • Good reasons for not conducting meetings • Other alternatives would be just as effective • Would a phone call, conference call, email or casual conversation work just as well? • Can a decision be secured from one person without a meeting? • Can one person help as opposed to a group? • There is no time to properly prepare • Key people are not available • Timing is not right • Desired results are not expected • Costs outweigh benefits

15. 10 Simple Rules • 2. Meeting Purpose cont. • The meeting leader should circulate a meeting agenda to each participant at least one week in advance • Participants should express concerns about the agenda to the meeting leader at least 48 hours ahead of the meeting • Agenda items should be a list of objectives not discussion points • The agenda should mention the meeting's start and ending times

16. 10 Simple Rules • 3. Be Prepared • Ensure meeting is “right-size” • Ensure minutes are assigned to a recorder prior to the meeting • Have enough agendas and handouts available on the table

17. 10 Simple Rules • 3. Be Prepared cont. • Organizer should circulate a sign-in sheet that includes place for contact info • Each participant should come to the meeting with all of the materials she will need and an understanding of the meeting topic • Always bring a notebook and pen • Leader should make certain there is a proper introduction of all attendees • Don’t assume everyone knows each other

18. 10 Simple Rules • 4. Keep the Meeting and Attendees Focused • Stick to the agenda – have clear focus • Have fewer (but better) meetings • Long meetings should have a breaks

19. 10 Simple Rules • 5. Attire and Conduct • Dress appropriately and professionally • No matter your role, appearance and conduct at a meeting should convey professionalism…you are there for a reason!

20. 10 Simple Rules • 5. Attire and Conduct cont. • Avoid side conversations while the meeting is going on

21. 10 Simple Rules • 5. Attire and Conduct cont. • Don't repeat what someone else in the meeting has already said to take credit for it! • It's a time-waster • Everyone in the room knows what you're doing

22. 10 Simple Rules • 5. Attire and Conduct cont. • Don't escalate your voice to talk over a colleague • There is time for everyone’s constructive input

23. 10 Simple Rules • 5. Attire and Conduct cont. • Leader should express appreciation for all constructive input • Body language is important • Stay attentive and engaged • Take notes • Acknowledge points

24. 10 Simple Rules • 6. Speaking • Keep the meeting organized by only speaking when you have the floor • Ask questions during the designated question period, and raise your hand to be recognized by the leader • Keep your questions succinct and clear • Do not interrupt someone while they are speaking or asking a question

25. 10 Simple Rules • 7. Pay Attention! • You may find that many of the questions you have about a topic are answered by the content of the meeting • Paying attention keeps you engaged • Attend the entire meeting

26. 10 Simple Rules • 8. Cell Phones and Laptops • Turn off your cell phone prior to the start of the meeting • Unless laptops have been approved for the meeting, turn yours off and lower the screen so that you do not obstruct anyone's view.

27. 10 Simple Rules • 9. Meeting “Guests” • Do notbring unannounced guests to a meeting. • Donotforward Outlook invites without permission from the meeting leader

28. 10 Simple Rules • 10. Capture and Assign Action Items • Complete tasks assigned to you as expeditiously as possible • Actions items should be accompanied by an expected completion date • Helps assure completion • Helps set date for next meeting • File meeting notes and minutes • Future reference • Preparation for future meetings • Meeting minutes should be available to attendees within 72 hours of the meeting

29. Be a True Leader • A true leader can determine success or failure • Decision • Meeting • Project • Team • Office • Company

30. Be a True Leader • Watch out for meeting dominators • Eliminate intimidation and fear • Encourage others to seek meaning and truth, not presenting their own opinion at any cost

31. Be a True Leader • Lighten the atmosphere with professional humor • Be vulnerable – if you do not know, say so, apologize for mistakes, etc.! • Thank participants for good ideas

32. Be a True Leader • Leaders must think like coaches and take the mindset of winning through others • Leaders must possess the ability to genuinely take joy in others’ successes • Seek out ways to find success in the success of others

33. Applications to Utility Coordination

34. Applications to Utility Coordination • Give utilities a reason to be there • Outline utility related discussions on agenda • Be prepared with good information for them • Approach as a partnership • Discuss alternatives, not “Here’s the plans, now move.” • ”

35. Applications to Utility Coordination • Value input • Involve utilities EARLY • Listen closely to problems to understand a solution • Consider all solutions offered • First approach should be to avoid utilities when feasible • Weigh the costs and benefits of each • Take good notes/minutes • Valuable reference later on for solutions and agreements reached