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17 Rules You Should Always Follow During Business Meetings

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17 Rules You Should Always Follow During Business Meetings

Social media platforms aside, the one-on-one, face-to-face business meeting remains an integral part of the professional landscape and presents a singular opportunity to personally connect and ultimately advance critical interpersonal relationships.

Think of business meetings as fertile judgment grounds where others almost relentlessly judge behavior because a business opportunity is on the table, so to speak. Preparation should be both tactical and strategic.

Let me invite you on a preparation journey from the parking lot to the boardroom: 

Before the Meeting
 

  • Reconfirm meeting the previous day and prepare an agenda to include them!
  • Learn their company’s dress culture and dress a notch above. You want to “fit in” yet present yourself so others look up to you as the consummate professional in your field. Remember, Professional Attire is “never wrong.”
  • Think quality … from attire, business cards and hand-outs to briefcases and yes, even pens.
  • Select briefcase size to match your mission. Carrying a large, full briefcase to a 20-minute meeting suggests they are one of many. Your goal is to make them feel like your “one and only.”

Arrivals & Introductions
 

  • Arrive 15 minutes early, but no more than 15-minutes … they are not literally your only client!
  • Upon arrival, cell phones, pagers: Off! NO one else is more important.
  • Introduce yourself to the receptionist and offer your card. Visit restroom for a final visual and wash and dry hands thoroughly to help eliminate clammy hands – the “kiss of death!” Pop a breath mint.
  • STAND in the reception, briefcase in your left hand, leaving your right hand free to shake hands.
  • In The Meeting Room, exchange business cards before the meeting and strategically align them around your portfolio to use (perfectly pronounced) names when speaking. Your attention detail is noticed.
  • Engage in small talk placing others at ease and make personal client notes. This information can be used in subsequent communication to further relationships.

Sitting/Seating:
 

  • Remember, the host, always seated first, sits at the ‘head of the table’ – facing the doors. The most important person is seated to host’s right. The second most important person: host’s left.  Co-presenters sit opposite the host to gesture/exchange silent signals and together, control the meeting.
  • Sit (focused) forward and consume much “space.” The perception is powerful. Good posture and eye contact are imperative.
  • Remember, hands belong on the table; you are not “underhanded” or going to draw a sword/weapon! (origin.)
  • Refrain from fidgeting, inattentiveness and touching face/hair. Hosts should stand to introduce versus announce, those present.
  • Guests should stand for self-introductions.

After the Meeting
 

  • Hosts walk guests to door/elevator/car, referring to the “meeting after the meeting” when it all comes together.
  • Remember to send an email and hand-written “thank you” notes within 24-48 hours.

You are now prepped, and properly positioned to personally connect, counter and close at the table!

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