Managing meetings is an important part of the daily tasks under an entrepreneur. The corporate structure of today is successful because of the communication standards set between employees, which entrepreneurs themselves are known to lead. As a female entrepreneur, it is necessary that you take the gauntlet forward and practice the best possible measures to maintain decorum within your meetings as well.
Business meeting etiquette can help improve the outcome of meetings and is essential because it allows every employee to chip in with their perspective. Managers and entrepreneurs are responsible for maintaining meeting etiquette during corporate meetings in the organization. Business meeting etiquette includes behavior like coming on time, listening to others when they speak, and not creating disturbances. The manager acts as a mediator through this and ensures that decorum is maintained.
Why Is Decorum in Business Meetings Important?
There are several reasons you should know how to maintain decorum in your business meetings as an entrepreneur. Some of these reasons include:
Decorum within business meetings can significantly improve the quality of communication between participating members. There are times when your meetings are attended by diverse groups of people from different departments, which is why it is necessary that there be mutual respect between everyone and a strong leader managing the decorum.
The different aspects that are brought into business meetings due to the focus on decorum, such as preparation, active listening, and following agendas, can actually increase productivity and efficiency levels during these meetings and in the long run. People take precious time out to participate in meetings, and it really can hurt their schedule if the meeting is a bizarre waste of time that achieves nothing. Hence, focus on productivity and decorum during the meeting so it translates into all other factors as well.
Tips for Maintaining Decorum in Meetings
The following tips will help you maintain decorum in your meetings and ensure that everything goes in accordance with the plan you have.
Ask Everyone to Be Punctual
The very first act of productivity in a meeting is to ensure everyone arrives on time. This shows respect for everyone’s time and ensures that not a single second is wasted. Entrepreneurs and managers can set the examples themselves by showing up on time to meetings. If a leader shows up late, the participants will get negative vibes and display the same behavior without the threat of repercussions. Your own behavior and attitude reflect through that of your employees, which is why you should be at your best during these meetings.
Embrace Diverse Points of View
Since every individual part of the meeting comes with their own unique perspective and diverse outlook on things, there are going to be a number of views and opinions shared in the meeting. As a leader and mediator attending the meeting, you should try to embrace diverse ideas and judge them only based on the quality they offer, rather than on their diversity.
The emergence of as many perspectives on the best solution for the matter at hand can increase the likelihood of finding an appropriate and creative solution. So, if a diverse idea doesn’t sound that good to you, do embrace and appreciate it, so that others with similar, more effective ideas can chip in without being restricted in their opinion. Managers can set the tone here by opening the floor to everyone and not rubbishing all ideas thrown at them.
Everyone Gets a Chance
Voltaire once said, “I may not agree with what you say, but I will fight to the death for your right to say it.” Everyone who’s part of a meeting in a democratic organizational setup should have the right to voice their views and put forward their perspective on the issue at hand. Maintain civility in the discussions and ensure that contrasting opinions and opposite viewpoints are treated in a fair manner. Oftentimes people might get offended if their idea is immediately called out by another employee in the meeting, but with the right management, such feelings can be nipped in the bud.
As a mediator and manager in a corporate meeting, it is necessary that you show responsibility to use the power you have. When it comes to different opinions from employees who are part of the meeting, you should set a reasonable time limit for how long they speak. Do not allow one employee to ramble on and on for minutes while only giving a few seconds to another employee to wrap it up.
All sorts of debates, interruptions, and diversions from the actual agenda of the meeting should be discouraged so that employees remain on the topic at hand and do not feel discouraged when sharing their views. A good practice to promote here is to ask participants to make notes if they disagree with someone who’s currently speaking. Interruptions lead to debates, which can eventually add some heat to the meeting and take the purpose away from the original agenda at hand.
Focus on the Importance of Listening
As a leader, it is necessary that you preach the importance of listening to your employees. Listening is a sign of respect that helps others feel like they’re being heard. Being in charge of the meeting, you should make notes and repeat the core points a certain member has made to reassure them that you’re actually listening. Your own behavior and habits will trickle down onto your employees and create a positive culture of listening.
The simple tips we have mentioned in this article will help you keep your meetings productive and professional. Lead from the front and ensure that the agenda you’ve set is followed.