Meetings, whether formal or informal, are an essential part of any business. Whether you’re taking part in a casual department catch up or a formal board meeting, the way in which you conduct yourself should be the same. Meeting etiquette is crucial for ensuring your meetings are efficient, productive, and respectful. We have put together 7 rules to help you be the very best meeting attendee. 

What does meeting etiquette mean?

Meeting etiquette is a term referring to a set of rules and guidelines that are expected to be followed during a meeting to help it run seamlessly. Typically these rules cover:

• • Time keeping

  • Preparation

  • Active listening

  • Speaking respectfully

  • Staying on topic

  • Following up

Whilst meeting etiquette rules can vary from business to business they all focus on contributing to a positive and professional meeting environment.

7 in person meeting etiquette rules

Here are the most important meeting etiquette rules that you should consider following:

1. Be on time

Being on time is the most basic rule of etiquette when it comes to meetings. Arriving late is not only disrespectful to the other attendees, but it also disrupts the flow of the meeting. Plan to arrive at least five minutes early so you can get settled and prepared.

2. Come prepared

Before the meeting, make sure you have everything you need, such as notes, reports, or other relevant documents. Consider using a mini whiteboard notepad for jotting down ideas and notes as a paperless eco-friendly choice. If there's an agenda or pre-reading materials, make sure to review them before the meeting. Being prepared shows that you respect the other participants' time and effort.

3. Turn off your phone

A ringing phone or a notification sound can be very distracting, and it can disrupt the meeting's flow. Turn off your phone or put it on silent mode before the meeting starts.

4. Listen actively

Active listening is essential in any meeting. It means paying attention to what others are saying, asking questions, and providing feedback. Active listening shows that you value others' opinions and ideas.

5. Speak respectfully

When you speak during a meeting, speak clearly and concisely. Avoid using jargon or technical terms that others might not understand. Also, be mindful of your tone of voice and body language. Speak respectfully and avoid interrupting others or talking over them. If you disagree with someone, express your opinion politely and respectfully.

6. Stay on topic and on time

Going off-topic can waste time, and it can be frustrating for the other meeting attendees. Staying on topic helps to stick to the set time limit of the meeting. Going over the time limit can disturb people's schedules and create frustration. If the meeting is running over, suggest wrapping up and scheduling another follow-up session.

7. Follow up after the meeting

After the meeting, follow up with the participants to summarise what was discussed, what decisions were made, and what actions need to be taken. If there were any action items assigned to you, make sure to complete them on time. Following up after the meeting ensures that everyone is on the same page and that progress is being made.

Putting etiquette for meetings into practice

Following meeting etiquette rules can help ensure that your meetings are not only productive but a safe space to share opinions. Whether you are leading the meeting or simply participating, arriving on time, being prepared, actively listening, speaking respectfully, staying on topic, and following up after the meeting are important practices to follow. By demonstrating respect for other participants' time and efforts, you can help create a positive and professional meeting environment. So, next time you attend a meeting, remember to follow meeting etiquette best practice, and set an example for others to follow.