Conducting Business Meetings

(Procedures and Etiquettes)

Bernas, Francis Limuel M.

Ensp2

Mr. Xavier Aquino Velasco – Associate/Lecture III, Feu Tech

Etiquettes in Business Meeting

Adherence to the proper etiquette for a business meeting establishes respect among meeting participants, helps the meeting begin and end on time, and fosters an atmosphere of cooperation. A lack of etiquette and poor planning are two of the main reasons why many business meetings fail, according to business expert Lyndsay Swinton. Teach your employees business meeting etiquette to ensure that your business's meetings are effective.

Etiquettes in Business Meeting

1. Be on time.

Make sure you come on time and prepare for the meeting ahead of time, says Pachter. You don't want to waste anyone else's time by not being punctual."Leaders need to start on time so people can depend on that," she tells us.

2. Make introductions.

If everyone doesn't know one another in the meeting room, you need to make introductions. You should do this by starting with the person of the highest rank first, says Pachter.For example, "Ms. Greater Importance, I would like you to meet Mr. Lesser Importance."

Etiquettes in Business Meeting

3. Have a strong agenda.

This is part of being prepared, but you should have a good, strong agenda so that you can stay on track. If you do get off track, you should have a strong facilitator to get you back on track, says Pachter.

4. Sit appropriately.

If it's a sit-down meeting, you need to adjust your chair so that you're at equal height with everyone else at the table. "Some people don't adjust their chairs, so they end up being the little kid in the meeting," says Pachter.

Etiquettes in Business Meeting

5. Speak up.

When people speak in meetings they need to speak loudly enough so that everyone hears what they're saying. "Many men and women, especially women, do not speak loudly enough. And speaking softly is a subtle nonverbal action that can affect your professionalism," says Pachter.

6. Understand the unwritten speaking rules.

It's not polite to interrupt others, but in some meetings, you have to interrupt at some point or you won't be heard. Understand the rules so that you can have a productive meeting.

Etiquettes in Business Meeting

7. Do not have your phone out.

A lot of people keep their phones on the table during meetings, says Pachter. Don't do this. Even if you aren't looking at your phone, it can get distracting if it starts lighting up or making noises. "Put it in your pocket, keep it on vibrate, and leave the room if you have to take the call or return a text," says Pachter. "It's really, really rude to be texting during a meeting."

8. You can drink coffee, but you need permission for anything else.

If you're going to eat, it needs to be OK with the entire group, says Pachter. "You can make noise or give off smells" that are disruptive, so it needs to be OK with everyone.

Etiquettes in Business Meeting

9. Clean up after yourself.

This is especially true if you were drinking or eating during the meeting. You need to clean up after yourself and leave things the way you found them, says Pachter. Otherwise, it's not professional.

10. Don't save all your questions for the end.

Ask your questions at the appropriate time. Do not be the person who starts "asking questions and adding stuff that doesn't need to be added" when everyone's getting ready to go, warns Pachter.

Business Meeting Procedures

Before exploring how to have an effective meeting, it’s important to understand what a meeting is. According to state law, a meeting occurs when a quorum of the members of the governing body of an agency or of any committee of its members created by such governing body, whether standing or special, pursuant to schedule, call, or notice of or from such governing body or committee or an authorized member, at a designated time and place at which any public matter, official business, or policy of the agency is to be discussed or presented or at which official action is to be taken or, in the case of a committee, recommendations on any public matter, official business, or policy to the governing body are to be formulated, presented, or discussed.

Business Meeting Procedures

I. Registration: All members and guests must be registered prior to attending sessions, and identification badges must be worn at all times. ACNM members who wish to attend only the business meetings may register at the ACNM registration desk with photo identification. 

II. Seating: Voting (all active) members will sit in reserved sections; associate members and student members will occupy separate, reserved seating sections. Guests may attend business meetings except when members vote to hold an executive session. All meetings shall begin on time and doors shall be closed when the meeting begins, but doors may be opened by direction of the President.

Business Meeting Procedures

III. Discussion: When addressing the President, a member shall go to a microphone and give his or her name and state. Members shall not speak more than twice on the same subject, and shall be limited to two minutes each time. No person shall speak a second time until everyone who wishes to speak for the first time has been recognized. In debate, active members shall be recognized first, followed by associate and student members. Student members will be allowed to speak at the microphone in proportion to their representation, related to representation of active members. Reports shall be limited to 10 minutes. A timekeeper shall signal the speaker when allotted time has expired. 

IV. Motions: Motions proposing new business shall be presented in the proper format and in the order in which they have been filed with the parliamentarian. Should a proponent of a motion not be available when the motion is presented, the motion will be placed last. Official forms used to propose motions will be available in the Program Committee office.

Business Meeting Procedures

V. Announcements: Due to time constraints, announcements can only be made from the platform and must relate to the ACNM education sessions, meetings where ACNM business is being conducted, or the overall business of ACNM. All other announcements should be posted on the message board.

VI. Authority: Robert’s Rules of Order Newly Revised govern the proceedings of the business meetings in all cases not covered by ACNM bylaws or these procedures.

Business Meeting Procedures

VII. Smoking: Smoking is prohibited at all Annual Meeting functions.

VIII. Infants: Infants under 6 months are allowed in the business meetings as long as they remain quiet. Pages are instructed to ask parents with noisy children to leave the meeting. Due to local fire marshal regulations, the use of strollers in meeting rooms is prohibited.

Business Meeting Procedures

IX. Recording: Audio or video recording of business meetings is not permitted unless authorized by the President.

X. Computers: Due to hazards caused by use of extension cords, only battery-powered laptop computers may be used during sessions.

The End.