Meeting etiquette to include in your workplace code of conduct

What is meeting etiquette?

Meeting etiquette refers to the set of rules and behaviors that individuals should follow during a business meeting. It’s about creating an environment where all participants can contribute effectively, ensuring that the objectives of the meeting are met without unnecessary disruptions.

Defining meeting etiquette

Essentially, meeting etiquette describes how participants should behave during meetings. It encompasses both verbal and non-verbal communication, emphasizing respect, active listening, and professionalism. Adhering to meeting etiquette ensures that everyone’s time is valued, which leads to more productive sessions and a happier team.

Examples of meeting etiquette:

• Be punctual. Arriving on time shows that you respect your coworker’s time and sets a positive tone for the meeting.
• Come prepared. Review meeting materials in advance and jot down any notes you need to contribute meaningfully to the discussion.
• Reduce distractions. Keep your phone on silent and avoid unrelated activities during the meeting.
• Take turns speaking respectfully. Allow each participant the opportunity to express their thoughts without interruptions.
• Stay focused. Avoid side conversations and stay on topic to make the meeting as efficient as possible.

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Creating your code of conduct

Incorporating meeting etiquette into your workplace code of conduct ensures that these principles become a part of your business’s culture. Here’s how to structure a meeting code of conduct:

1. Clearly define meeting objectives

Begin meetings by outlining specific objectives to provide clarity and direction. This helps participants understand the purpose of the meeting and stay focused throughout.

2. Set expectations for participants

Establish guidelines for active participation and encourage all team members to contribute ideas and ask questions. This creates a collaborative atmosphere and gives everyone a chance to share their ideas.

3. Keep things professional

Include a section on maintaining professionalism during meetings through language, attire, and overall conduct.

4. Address tech and phone etiquette

Given the prevalence of working from home and virtual meetings, it’s important to include guidelines for online etiquette, such as muting when not speaking and troubleshooting technical issues beforehand.

5. Foster inclusivity

Encourage an inclusive environment by ensuring that all team members can voice their opinions. Create an atmosphere where diverse perspectives are valued and considered in the decision-making process.

6. Watch the runtime

Respect your participants’ time by making a schedule for the meeting and adhering to it. This helps prevent meetings from running over, making it easier for everyone to plan their day accordingly. If you’re running short on time, you can always wrap things up in an email.

Incorporating these elements into your workplace code of conduct lays the foundation for a respectful and efficient meeting culture. Implementing a comprehensive meeting code of conduct can help ingrain these principles in your team’s culture, leading to more productive, focused, and respectful interactions.