The Art of Mastering Corporate Meetings

By Maxine McBride

If any aspect of life at the office makes workers elicit a feeling of dread, it’s the countless number of meetings they must endure. Today’s businesspeople spend at least 25 percent of their working hours in meetings, and the higher you rise in the company, the more meetings you attend. But, unbeknownst to many meeting-goers, there is an art to managing and attending meetings that will result in productivity, team engagement, and… fun!

Before we get into the details, I want to give everyone a little refresher on the basics of corporate meetings. First, never show up to a meeting on time. You should always arrive five minutes before the meeting is due to start. Get everything organized before hand, including your papers, reference materials and technology. Say hello to each person in the room and others as the join.

Preparation is the key to being a good meeting leader and participant. Make sure everyone attending receives an agenda 24 hours prior to the meeting. This will allow them the time to think about the meeting’s purpose and discussion items. You should also make notes on your agenda – your preparation will be noticed.

On to electronic devices. Can you just give it up for a little while? It is inconsiderate to ignore the meeting while you catch up on your email or play on your iPhone. If you must have a phone with you, put it on vibrate. Don’t check email. Don’t text. And don’t use your phone as a clock, just wear a watch. If you must take a call during a meeting, let the group know at the beginning of the meeting you have an important call that may come. Seat yourself at the door so you can leave politely and quietly.

If you are leading the meeting, start by stating what time it will end. Use the agenda to stay on track and rein your attendees in if the meeting strays off course. If you are given tasks to do after the meeting, confirm the completion due date and next steps. Most importantly, pay attention – dozing off, doodling, and spacing out will be noticed by others. If you have trouble concentrating, try taking notes as people are speaking. This will help you stay focused and it gives the appearance that you are interested in what others are saying.

At the end of the meeting confirm timing for tasks that need to be completed. Make sure to schedule individual or group follow up meetings and discuss contingency plans as needed. After you leave the meeting, it’s time to do your homework. Immediately take action and follow through on tasks assigned during the meeting. If you were taking meeting notes, they should be distributed within 48 hours after the meeting.

Now that you know the basic details of how to master corporate meetings, I want to get into some fun psychological studies you can put to use in your next meeting. The first is being aware of everyone’s facial expressions. There are seven universal emotions hardwired into our bodies, and these emotions are shared by people from all walks of life, all over the globe. They include surprise, fear, anger, sadness, disgust, happiness and contempt. Since your face is what most people see when you are in meetings, it’s important to learn more about your facial expressions and how to work with them. If you are unable to control your facial expressions, you are an open book to others in the room.

The language of the body is another important element to master for meetings. Here are some gestures you will want to use in your next meeting to convey your thoughts physically. “Yes” gestures include open palms, forward leaning, smiling, direct body orientation, enhanced eye contact and head nodding. “No” gestures include folded arms, tapping or fidgeting, hand holding up the chin or hand over the mouth, hands on the knees, constant eye movement and squinting, shaking your head, and a scowl. “Maybe” gestures include taking a sip of a drink, biting the tip of eyeglasses, cleaning glasses, scratching of the head and chin stroking.

These are just a few suggestions for mastering the art of corporate meetings – and trying to have a little fun while you do it. Remember that preparation and participation are the biggest factors that will make or break your next meeting. Good luck!

Maxine McBride is the president of Clockwork Marketing Services, Inc., a full-service marketing firm that has provided its premier services to clients throughout the United States for more than 15 years. The firm is comprised of talented, dedicated professionals who specialize in marketing with an emphasis on public relations. The firm also focuses on focus groups, special events, marketing plans and budgets, blogs, media buying, creative design and printing, awards preparation, corporate relations, team building events, surveys and business etiquette training.

Throughout the years, Clockwork Marketing Services’ efforts and expertise has provided clients with increased name recognition and a strong presence in local, regional and national media. For more information about Clockwork Marketing Services, visit www.clockworkmarketing.com  or call (904) 280-7960. Visit the blog www.WhatsUpJacksonville.com  for information on real estate and development news in Northeast Florida.

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