Unfortunately,
meetings are not an expendable part of corporate
America. They are, however -- or at least they can
seem like -- a colossal waste of time. (Unless, of
course, food is served.)
Mind-numbing as they may be, meetings are necessary.
If conducted efficiently, they're useful and can help
you stand out in the workplace.
Though you might be making all the right meeting
moves, there are always folks who struggle with the
concept of "good meeting behavior." There are always
those who talk out of turn, snap their gum loudly or
spin in their chairs while others are speaking.
Whether you're the meeting leader or just a
participant, prevent yourself from being "that guy"
and never make these meeting mistakes:
Being Unprepared.
Participant: If you receive an agenda or support
material beforehand, read it. Or, contact the leader
of the meeting and ask for some background info.
Figure out what you'll be able to bring to the table
in a discussion.
Leader: Make sure any technical aides are working --
have a back-up plan if they aren't. Confirm your
meeting room; make sure it's big enough for all
attendees to fit comfortably and prepare the room
beforehand so you aren't wasting people's time. Always
provide an agenda or support material in advance.
Showing Up Late.
Participant: Whether you're in a meeting with two
people or 200, get there on time. Being late will
damage your image and show your disrespect for others'
time. Don't expect others to review what you missed if
you are late.
Leader: Don't call an "important" meeting and then
make everyone wait for you to stroll in at your own
convenience. Worse, don't forget about the meeting
altogether and leave your co-workers waiting for you.
Being a Meeting Hog.
Participant: Don't talk just to talk -- plan to speak
when you have something useful to say. If you're asked
to say something, be conscious of how much floor time
you're taking to make a point. Be blunt, be brief and
be done.
Leader: It's your job to facilitate proper flow of
conversation. If there's someone hogging the floor,
it's up to you to keep track of the time and let
others have a turn.
Sitting Silently.
Participant: Refusing to participate will earn you a
label you don't want: Either as someone who lacks
creativity or who can't get things done; or your
colleagues might get the vibe that you think you're
too good to offer your input. Engage in conversations,
even if it's only to share one suggestion. Otherwise,
don't bother showing up.
Leader: Encourage participation. Don't hand attendees
a topic and let them run with it -- lead the
conversation and motivate others to get involved. If
no one volunteers, take it upon yourself to ask people
for their questions, comments and opinions.
Expressing Rude Body Language.
Participant: Sleeping, sighing, slouching in your
chair, hair tossing/touching/ smoothing, spinning in
your chair, leaving the room, eating loudly and making
rude gestures or facial expressions are all
distracting, rude and disrespectful.
Leader: Manage those who are being rude. Don't put
anyone down, but don't tolerate disrespectful
behavior.
Conducting Sidebar Conversations.
Participant: Having a side conversation is possibly
the rudest thing you can do in a meeting. Even if
you're discussing the topic at hand, save sidebar
conversations for after the meeting.
Leader: If you notice attendees chitchatting, ask if
there's a question or concern -- this turns the
attention back to the meeting's issues, and lets
everyone know sidebar conversations aren't tolerated.
Arguing or Putting Others Down.
Participant: Disagreements are fine -- as long as
they're appropriate. Don't make others (i.e., the boss
or your co-worker) look bad. Don't contradict them,
expose their mistakes in a condescending way or ignore
their points altogether. If you have something to
debate, do it in private and don't waste everyone's
time.
Leader: There's no need to discredit others' ideas or
comments just because you are leading the meeting. Be
professional when you disagree.
Leaving Your Cell Phone On.
Participant: Cell phones shouldn't even enter the
boardroom, but if they do, turn them to vibrate mode.
Interrupting meeting progress with your calls is
distasteful and disrespectful. If you're expecting an
obligatory phone call, either skip the meeting or let
everyone in the room know in advance the call might
happen and excuse yourself quietly when (and if) it
does.
Leader: Same advice - leave cell phones out or turn
them off.
Chewing Gum.
Participant: The smack, crackle and pop of your gum
are annoying, not to mention rude and unprofessional.
Get rid of it.
Leader: You want attendees to pay attention to you,
not your gum-smacking.
Shutting Down After the Meeting.
Participant: Forgetting what you heard in the meeting
is counter-productive. Hold onto support materials,
and if you still have questions or concerns, contact
the leader.
Leader: Tie up all loose ends in the meeting. Reach a
consensus if necessary; otherwise, summarize
effectively to answer any and all questions.
