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
Executives spend 75% of their time in meetings (“How to Win the Meeting” – Frank Snell)
More than 70% of executives feel that most of the meetings they attend are a waste of time (Success Magazine)
67% said they attended more meetings this year than last year (Success Magazine)

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 a great opportunity to communicate.
Meetings develop work and leadership skills.
Meetings are empowering.
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 move ahead on the core activities that produce results.

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.
Creates opportunity
Someone who consistently contributes to effective meetings demonstrates skills to lead challenging opportunities.

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

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

12. 10 Simple Rules 1. RSVP and Arrival RSVP determines: Arrival
Required meeting space
Agenda
Possible need to reschedule
Arrival
Arrive a few minutes early.
Late arrivers should phone ahead.
Leader should start on time.
Do not wait for late arrivers

13. 10 Simple Rules 2. Meeting Purpose
Meeting leader should circulate a meeting AGENDA in advance
Participants should express concerns about the agenda to the meeting leader ahead of the meeting
Agenda items should be a list of objectives not discussion points
“Begin with the end in mind”
Agenda should mention the meeting's start and ending times

14. 10 Simple Rules 2. Meeting Purpose cont.
Good reasons for NOT conducting meetings
Other alternatives would be just as effective
Would a phone call, conference call, , 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 3. Be Prepared Ensure meeting is “right-sized”.
Ensure minutes are assigned to a recorder prior to the meeting.
Have enough agendas and handouts available on the table.

16. 10 Simple Rules 3. Be Prepared cont.
Organizer should circulate a sign-in sheet
Sheet should include title info
Copy should go to all attendees
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

17. 10 Simple Rules 4. Keep the Meeting and Attendees Focused
Stick to the agenda – have clear focus.
Have fewer (but better) meetings.
Leader should seek regular input to keep the discussion alive and participation strong

18. 10 Simple Rules 5. Attire and Conduct
Dress appropriately and professionally
No matter your roll, appearance and conduct at a meeting should convey professionalism…you are there for a reason!

19. 10 Simple Rules 5. Attire and Conduct cont.
Give your attention to the speaker
Avoid side conversations while the meeting is going on.

20. 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, and
Everyone in the room knows what you're doing

21. 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

22. 10 Simple Rules 5. Attire and Conduct cont. Body language is important
Stay attentive and engaged
Take notes
Acknowledge points
Leader should express appreciation for all constructive input

23. 10 Simple Rules
6. Speaking
Keep the meeting organized and respectful 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 as having the floor.
Keep your questions succinct and clear.
Do not interrupt someone while they are speaking or asking a question.
Don’t be AFRAID to ask questions!

24. 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.
Paying attention saves time.
Attend the entire meeting.

25. 10 Simple Rules 8. Cell Phones and Laptops
Turn off your cell phone prior to the start of the meeting.
Unless laptop computers have been approved for the meeting, turn yours off and lower the screen so that you do not obstruct anyone's view.

26. 10 Simple Rules 9. Meeting “Guests”
Do not bring unannounced guests to a meeting.
Do not forward Outlook invites without permission from the meeting leader

27. 10 Simple Rules 10. Capture and Assign Action Items
Actions items should be set before meeting is adjourned
Helps assure completion
Helps set date for next meeting
Complete tasks assigned to you as expeditiously as possible
File meeting notes and minutes
Future reference
Preparation for future meetings
Meeting minutes should be available to attendees within 72 hours of the meeting

28. Be a True Leader Watch out for meeting dominators
Eliminate intimidation and fear

29. Be a True Leader
Be vulnerable – if you do not know, say so, apologize for mistakes, etc.!
Encourage the objective of seeking meaning and truth not presenting own opinion at any cost
Thank participants for good ideas

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

31. Be a True Leader
Whether or not you are a true leader can determine success or failure
Decision
Meeting
Project
Team
Office
Company

32. Applications to Utility Coordination

33. Applications to Utility Coordination
Difficult coordination requires successful communication
Successful communication begins with productive meetings
Best laid plans are doomed to failure without good communication with ALL parties involved

34. 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

35. Applications to Utility Coordination
Give utilities a reason to be there
Outline utility related goals on agenda
Be prepared with good information for them
Approach as a partnership
Discuss alternatives, not “Here’s the plans, now move.”
Seek endorsement from all parties on the plan

36. Questions

37. Business Meeting Etiquette
Thank you!!