Meeting and Video Conferencing Etiquettes

Prof Bharat Nadkarni

Introduction to Business Meeting Etiquette

Formal business meeting etiquette Management Meetings Departmental meetings Negotiations

Meetings Opportunities Setting up Goals / Planning Review Meetings Share Ideas / Brainstorming Problem sloving Knowledge sharing Decision making Resource Allocation IR council / Safety council / Volunteering

Informal Meetings
Informal meetings are generally more relaxed affairs and may not necessarily take place in the office or meeting room. Standup meeting Off site meeting Breakfast meeting

Guidelines for Effective Meetings

Set Objectives for the meeting Provide an Agenda Beforehand Assign Meeting Preparation Examine Meeting Process

Common Meeting Etiquettes

Prepare well Dress well and arrive in good time Switch off your mobile phone Seating pattern

Meeting Etiquettes with respect to :

Guest/Client/Senior by designation Interruption Presentation Data Attend the entire meeting Mistakes Business Cards

Some other Etiquettes..

Dont bring any outside foodstuff Dont fidget

Post Meeting
Be sure to complete assigned task. File your meeting notes and keep them for future reference.

Video Conferencing

Video Conferencing technology allows people at two or more locations to see and hear each other at the same time.

Industry Example
The US representative, ambassador Rob Portman signed a free trade agreement to eliminate tariffs & trade barriers between the US & Oman with Maqbool Bin Ali Sultan, Omans minister of Commerce &Industry through Video Conferencing.

When You organize

Test Equipment in advance. Have a contingency plan. Allow participants a brief "practice session" to familiarize them with the equipment and set-up. Run video conference sessions according to a well thought out agenda.

When You organize

Let participants know ahead of time what to expect and who will be present. Appearance counts. Remind participants that they should dress as they would for an in person meeting Introduce all participants

When you start

Familiarize yourself with the software
Self view Check the settings of your camera and microphone Turn off beepers, watch alarms and cell phones.

Avoid Chaos
Speak clearly and loudly Use names to direct questions to specific people. Consider using name plates. Don't speak over people or interrupt.

Keep up the Interest

Make eye contact with the camera and with other participants in your room voice activated switching feature "Can you hear me? Avoid touching your face, fidgeting or moving too much. Expressions and gestures

General Rules
Don't be too close to the camera. Avoid making excessive background noise

mute the microphones when not speaking

Don't leave the room unless absolutely necessary

Thank You !!