2/04 - Downtown Women's Club DWC+ Teleclass -Business Meeting Etiquette: from an informal coffee to a boardroom meeting, make the right impression with Rosanne J. Thomas

1. BUSINESS MEETING PROTOCOL
Business meetings, when planned and executed correctly, can be vastly beneficial to the
company and individual contributor in communicating critical information and ideas.
Yet, according to studies, many business professionals say that at least 75% of the
meetings they attend are unnecessary, and some are even counter-productive.
Time is our most valuable business asset. To maximize the potential of meetings,
companies must ensure that all meetings are well-planned and well-run, with clear goals
for everyone who attends.
AGENDA
ORGANIZER’S ROLE: PRE-MEETING
What, Who, Why, Where, When?
• Reasons to hold a meeting
• Aspects of the informal and formal meeting
• Determining who should attend and why
• Factors to consider regarding date, time, and venue
• Determining when a meeting is not necessary
• Setting an agenda
• Inviting and communicating with attendees
• Ensuring an appropriate meeting place
• Deciding when to cancel a scheduled meeting
ORGANIZER’S ROLE: MEETING
• Arrival, room-check and A/V
• Handshakes and introductions
• Refreshments?
• Seating arrangements
• Laying ground rules
• Dealing with late-comers
• Handling disputes
• Deciding upon breaks
• Controlling attendees’ unhelpful behaviors
• Staying on agenda
ORGANIZER’S ROLE: POST-MEETING
• Sending minutes and action items
• Sending thank-you notes
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2. PARTICIPANT’S ROLE: PRE-MEETING
• Acknowledging the receipt of an invitation
• Clarifying the meeting’s objectives
• Questioning the need for your attendance
• Declining an invitation gracefully
• Preparing for the meeting
• Dressing appropriately
PARTICIPANT’S ROLE: MEETING
• How to display a winning attitude
• Handshakes, introductions and conversation skills
• Nonverbal communication
• Top behaviors of respectful meeting attendees
• Top meeting behaviors to avoid
• Disagreeing the right way
• Making a contribution
• Taking full advantage of the meeting
PARTICIPANT’S ROLE: POST-MEETING
• Sending thank-you notes
• Attending to action items
VIRTUAL MEETINGS
ORGANIZER’S ROLE: PRE-MEETING
ORGANIZER’S ROLE: DURING MEETING
ORGANIZER’S ROLE: POST-MEETING
PARTICIPANT’S ROLE: PRE-MEETING
PARTICIPANT’S ROLE: DURING MEETING
PARTICIPANT’S ROLE: POST MEETING
CONCLUSION
©2010 PROTOCOL ADVISORS. INC. WWW.PROTOCOLADVISORS.COM

3. ©2010 PROTOCOL ADVISORS. INC. WWW.PROTOCOLADVISORS.COM