Business Meeting Etiquette Conducting a Professional and Productive Meeting

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: • 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, email, 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!!