WORKPLACE ETIQUETTE: SHOWING RESPECT AT TEAM MEETINGS
Most companies typically have period team meetings for specific business units or the whole staff body to get together and touch base on their common goals. Topics that are discussed usually cover the weekly agenda, ongoing or recently completed project updates and any other topic management may want to address with staff. Not everyone looks forward to or enjoys these meetings; however, they play an integral role in the overall function of any organisation.
Therefore, all those attending must be present physically (or virtually) and mentally. Much work and effort goes into making these meetings possible. By showing interest and paying close attention to what is being discussed, one demonstrates respect for their colleagues and the organisation, and they keep themselves connected to and aware of what is important in their workplace at each stage.
The simple ways we can demonstrate that we are present are by:
Arriving at meetings on time. This allows the proceedings to start on time and the conversation to flow as scheduled. When everyone is in the room on time, it reduces the likelihood of interruptions from others coming into the room or joining online and needing to catch up on the conversation. If it is impossible to arrive at a certain meeting on time, it is best to let the meeting chair know ahead of time so they can flag this at the start of the meeting and conduct it accordingly.
Making eye contact with the person chairing the meeting. The meeting chair will likely be the first person to speak, and they are in charge of facilitating conversation. Giving them eye contact communicates one’s readiness to participate in the proceedings, and shows active engagement in the discussion.
Keeping any electronics that don’t have anything to do with the meeting out of sight. Unless you work in a role where you need your phone for emergencies, it is polite to put your phone, and therefore any distractions away. Keeping electronics on the table or anyone in sight signals that you have other commitments away from this meeting. As meeting attendees typically RSVP in their calendars to confirm their availability, it is expected that they are available for the duration of the meeting. If, for any reason, you need your electronics close by, excuse yourself at the start of the meeting so the other attendees are aware.
Avoid talking unless you’re asking a question or adding a comment beneficial to the agenda. When you do talk, ensure it is in turn, usually by request from the chair. This avoids unnecessary interruptions during discussions and ensures everyone stays on topic when they do speak. Meetings run for a limited time, usually with many agenda points to be covered. By speaking in turn one assists the chair to conduct the meeting to the end of the agenda as originally planned.
Making an effort not to leave the room. Make sure you are prepared to be in the room for the duration of the meeting - use the restroom, get your bottle of water, notepad, pen and laptop, and anything else you will need for the meeting ahead of time. Constant movement in and out of the meeting causes disruptions and averts attention from the person speaking. If a long meeting has been scheduled, there is usually a break halfway. Try to wait for this opportunity to leave the room and do what you need.
Sharing refreshments with everyone. If the company is providing snacks and beverages, be mindful of how much you help yourself to, and make sure you pass them around to share with your colleagues. Wait for leftovers at the end of the meeting if you would like more than your standard share.
Team meetings are an extremely important part of the work that we do in our organisations. They make up part of the work that employees are paid to do and should be treated with the same respect that one treats all other tasks in their job description. Actively participating in meetings helps us have a positive attitude towards them, and it positively affects our relationships with others, and the quality of the work that we do.
Let us aim to be willing and active participants at our next company meetings and see the difference it makes.
