Business Meeting Etiquette

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  • Business Meeting Etiquette Calfe & Associates
  • Business Meeting Etiquette

    1. 1. Presented by: Celeste M. Calfe, CMF Calfe & Associates
    2. 2. <ul><li>Please silence all cell pones and pagers during the presentation. </li></ul><ul><li>Thank You! </li></ul>Calfe & Associates
    3. 3. <ul><li>Definition: A business meeting is a gathering in which a purposeful exchange or transaction occurs among three or more people with a common interest, topic, or problem. </li></ul>Calfe & Associates
    4. 4. <ul><li>Business meetings are held for a variety of reasons, but one common characteristic is the sharing of information with others. </li></ul><ul><li>As in dining, there are rules of etiquette that go along with meetings. </li></ul>Calfe & Associates
    5. 5. <ul><li>People begin to evaluate us before any words are ever spoken. </li></ul><ul><li>“ Who you are speaks so loudly that </li></ul><ul><li>I do not hear what you say.” </li></ul><ul><li>~Emerson </li></ul>Calfe & Associates
    6. 6. <ul><li>Business meetings are one arena in which poor etiquette can have negative effects. By improving your Business Meeting Etiquette you will automatically improve your chance of success. </li></ul>Calfe & Associates
    7. 7. <ul><li>Starting the meeting off on the right foot when it comes to manners ensures participants that both they and their time are valid. </li></ul><ul><li>Good business meeting etiquette should be a priority for anyone who hosts or attends such functions to ensure successful and effective meetings. </li></ul>Calfe & Associates
    8. 8. <ul><li>Business Etiquette… </li></ul><ul><li>Simply a means of maximizing your business potential by presenting yourself favorably. </li></ul>Calfe & Associates
    9. 9. Calfe & Associates Comfort Trust Attentiveness Clear Communication
    10. 10. <ul><li>GOLDEN RULE: Treat others as you would like to be treated. </li></ul><ul><li>PLATINUM RULE: Treat others as they would like to be treated. </li></ul>Calfe & Associates
    11. 11. <ul><li>The way you treat people is NOT about who they are, but rather all about who you are! </li></ul>Calfe & Associates
    12. 12. <ul><li>Your manners and etiquette are not just actions…they are an attitude…an attitude that is closely related to your self-confidence, your position in business and your personal life, as well as your ability to build successful relationships, teams and organizations. </li></ul>Calfe & Associates
    13. 13. <ul><li>“ Winning is not a sometime thing; it’s an all the time thing. You don’t win once in a while; you don’t do things right once in a while; you do them right all the time. Winning is a habit. Unfortunately, so is losing.” </li></ul><ul><li>~Vince Lombardi </li></ul>Calfe & Associates
    14. 14. <ul><li>The proper place to wear a name tag is on the: </li></ul><ul><li>Right lapel area </li></ul><ul><li>Left lapel area </li></ul><ul><li>It is not proper to wear name tag </li></ul><ul><li>Answer: </li></ul><ul><li>Right Lapel Area..it is in the line vision as it follows up from the handshake. </li></ul>Calfe & Associates
    15. 15. <ul><li>You are meeting a client, Sue Jones. It is your first time speaking to her, it is proper to address her as: </li></ul><ul><li>Sue </li></ul><ul><li>Ms. Jones </li></ul><ul><li>Mrs. Jones </li></ul><ul><li>Miss Jones </li></ul><ul><li>Answer: </li></ul><ul><li>Ms. Jones. When “meeting” for the first time, using the honorific of Ms. Is correct whether she is married or not. </li></ul>Calfe & Associates
    16. 16. <ul><li>3. According to cell phone etiquette, if you are having a business conversation in person with someone and your cell phone rings, you should: </li></ul><ul><li>Stop your conversation & answer the phone. </li></ul><ul><li>Let the voice mail get it. </li></ul><ul><li>Excuse yourself & answer the phone. </li></ul><ul><li>Answer: </li></ul><ul><li>Let Voice Mail get it! A ringing cell phone does NOT take precedence over an in-person conversation, unless it is an emergency….and then you will have alerted the person you are speaking to of the emergency. </li></ul>Calfe & Associates
    17. 17. <ul><li>4. Cell phone etiquette-part two. You are attending a meeting and you have your cell phone with you. Do you: </li></ul><ul><li>Turn off the cell phone until after the meeting. </li></ul><ul><li>Put the phone on vibrate and quietly excuse yourself to answer it. </li></ul><ul><li>Leave it on “low” so you will not miss a call & discretely answer it by texting. </li></ul><ul><li>Answer: </li></ul><ul><li>Turn off the cell phone until after the meeting. It is disruptive to the presenter and to your colleagues. </li></ul>Calfe & Associates
    18. 18. <ul><li>5. You are introducing two people in business; one person is a manager and the other is a vice president – who is introduced to whom? </li></ul><ul><li>The manager to the vice president. </li></ul><ul><li>The vice president to the manager. </li></ul><ul><li>Either way, it does not matter in business. </li></ul><ul><li>Answer: </li></ul><ul><li>The manager to the vice president. The etiquette of the introduction states that you introduce the lesser authority to the greater authority. </li></ul>Calfe & Associates
    19. 19. <ul><li>6. Two people in business are being introduced. Technically, who should extend his/her hand first? </li></ul><ul><li>The person of lesser authority. </li></ul><ul><li>The person of greater authority. </li></ul><ul><li>Either way, it does not matter in business. </li></ul><ul><li>Answer: </li></ul><ul><li>The person of greater authority. If he/she does not know to, then go ahead and extend yours. </li></ul>Calfe & Associates
    20. 20. <ul><li>Proper etiquette can play a fairly significant role in whether a meeting is a productive gathering or an inefficient use of time. </li></ul>Calfe & Associates
    21. 21. <ul><li>A good business meeting is one where ALL the players show courtesy and respect. This approach conveys a simple message: </li></ul><ul><li>We’re all professionals here, so let’s have a productive meeting! </li></ul>Calfe & Associates
    22. 22. <ul><li>R.S.V.P. </li></ul><ul><li>When asked via phone, email, or electronic calendar to attend a business meeting, be sure to reply is a reply is requested. Some meetings are structured and spaces secured on the basis of expected attendance. </li></ul>Calfe & Associates
    23. 23. <ul><li>ARRIVE EARLY </li></ul><ul><li>If this is not possible, arrive at the scheduled time at the latest-but NEVER late! Do not assume that the beginning of a meeting will be delayed until all those planning to attend are present. If you arrive late, you risk missing valuable information and lost the chance to provide your input. </li></ul>Calfe & Associates
    24. 24. <ul><li>Come Prepared </li></ul><ul><li>Always bring something to write on as well as to write with. Meetings usually are called to convey information, and it is disruptive to ask others for paper and pen if you decide to take notes. If you know you will be presenting information…ensure that your material is organized and ready. </li></ul>Calfe & Associates
    25. 25. <ul><li>Do Not Interrupt </li></ul><ul><li>Hold your comment to the speaker until the meeting has adjourned or until the speaker asks for comments, unless, of course, the speaker has encouraged open discussion. Also, do not interrupt other attendees. Hold your comments to others in the meeting until after the meeting is adjourned. Conversation during a meeting is disruptive to others and inconsiderate to the speaker. </li></ul>Calfe & Associates
    26. 26. <ul><li>Abstain From Electronics </li></ul><ul><li>As the notice at the beginning of films in movie theaters requests, “Please silence cell phones and pagers.” Activate voice mail if you have it, or forward messages to another phone to be retrieved AFTER the meeting. </li></ul>Calfe & Associates
    27. 27. <ul><li>Speak In Turn </li></ul><ul><li>When asking a question, it usually is more appropriate to raise your hand than to blurt out your question. Other attendees may have questions, and speaker needs to acknowledge everyone. </li></ul>Calfe & Associates
    28. 28. <ul><li>Keep Your Questions Brief </li></ul><ul><li>When asking a question, be clear and to the point. If your question is detailed, break it into parts or several questions. But be sure to ask only one question at a time…others may have questions as well. </li></ul>Calfe & Associates
    29. 29. <ul><li>Pay Attention </li></ul><ul><li>Listen to the issues the speaker address, the questions from the attendees, and the answers provided. You do not want to waste meeting time asking a question that has already been asked. </li></ul>Calfe & Associates
    30. 30. <ul><li>Be Patient & Calm </li></ul><ul><li>Do not fidget, drum your fingers, tap your pen, flip through or read materials not concerning the meeting, or otherwise act in a disruptive manner. </li></ul>Calfe & Associates
    31. 31. <ul><li>Attend the Entire Meeting </li></ul><ul><li>Leave only when the meeting is adjourned. Leaving before the end of the meeting – unless absolutely necessary and unless you have prior permission – can be disruptive to other attendees and inconsiderate of the speaker. </li></ul>Calfe & Associates
    32. 32. <ul><li>Respond to Action Items </li></ul><ul><li>After the meeting, be sure to complete any tasks assigned to you as expeditiously as possible; file your meeting notes or any formalized minutes for later review or to prepare for future meetings. </li></ul>Calfe & Associates
    33. 33. <ul><li>Business etiquette is simply about feeling and showing kindness and respect for those around you. It is about exercising good judgment. </li></ul><ul><li>Manners will make the difference! </li></ul>Calfe & Associates
    34. 34. <ul><li>Questions? </li></ul>Calfe & Associates
    35. 35. <ul><li>THANK YOU! </li></ul><ul><li>Celeste M. Calfe, CMF </li></ul><ul><li>Calfe & Associates </li></ul><ul><li>Phone: 412.760.1619 </li></ul><ul><li>Email: cmcalfe@calfeassociates.com </li></ul><ul><li>WWW.calfeassociates.com </li></ul>Calfe & Associates

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