Make meetings work for you!

Do you dread the weekly or monthly staff meeting?  Do you think they are a waste of time? Another interruption in an already busy day? If so, you would not be alone. A recent management survey suggests that 96% of professionals miss meetings; 95% arrive late or leave early; 91% daydream during meetings; and 73% bring along other work. But meetings matter. They are a place where you can receive and give information and they are also where people make judgements about each other, so your behaviour at meetings can be crucial. Grasp the opportunity and make them work for you!

Meeting Preparation
Make it your business to know the agenda and who will participate, well in advance. Go through each item and decide what contribution, if any, you could make to it and/or what further information on the topic you would like to receive from the other participants. Decide what you have to say about the issues and prepare your remarks carefully. Collect together everything you'll need, e.g., reports, assessment results, syllabus, plans, notes, pen, paper etc. and make sure you have it all easily to hand during the meeting.

Meeting Etiquette
Being prepared is the first point of courtesy which will be appreciated.

It is important to arrive on time or a little early. If you know you will be late, inform the chairperson and slip in quietly taking a seat near the door, in order not to disturb proceedings. If you unexpectedly arrive late, apologize and give the reason.

On arrival, enter decisively, smile and greet people by name and introduce yourself to those you don't know.

Avoid sitting at either end of the table or next to the chairperson as that place may be assigned to an assistant. If you are unsure where to sit, ask if seats have been allocated or if it's OK to sit anywhere.

Put bags and briefcases on the floor, not on the table in front of you but have your notes, pen and other necessary documents readily available.

Pay attention to your body language. Sit straight but relaxed with both feet on the floor. Do not create a physical barrier with crossed arms.

When speaking at meetings
- speak  audibly
- say the most important thing first
- be concise
- use a confident tone
- use positive body language
- don't repeat yourself
- avoid confrontational language
- use 'we', e.g., 'We can probably achieve the best for the students by.....'

Cultural consideration
Try and be aware of what is culturally appropriate/inappropriate, e.g. showing a lack of courtesy or insufficient respect to the boss in Japanese culture is highly offensive to all, while offering or receiving anything with your left hand in a Muslim country is insulting. If you are unsure, follow the lead of those who know or, better still, ask a trusted colleague beforehand.

Some Don'ts
Don't speak while others are speaking.
Don't fiddle or doodle.
Don't chew gum.
Don't put your feet on the table or swing back in your chair.
Don't do other work during the meeting.
Don't leave your mobile phone on.

Dealing with conflict
If someone is chatting to someone else while you speak. Pause and address them (with a smile) saying, 'Sorry, did you want to say something?'

If someone challenges you, you can invite them to explain further how their view would be the best option or, you can acknowledge their offering by thanking them for making the point and inviting its discussion at another time.

If you want to engage non-participants in order to find out their views on what you are saying, ask them a direct question on the subject.

One Final Golden Rule
Treat everyone and the proceedings with courtesy and respect, no matter what conflict of ideas or behaviour you may encounter.