Business Meeting Etiquette

1. Presented by:
Celeste M. Calfe, CMF
Calfe & Associates

2. Calfe & Associates
Please silence all cell pones and pagers
during the presentation.
Thank You!

3. Definition: A business meeting is a gathering
in which a purposeful exchange or transaction
occurs among three or more people with a
common interest, topic, or problem.
Calfe & Associates

4. Business meetings are held for a variety of
reasons, but one common characteristic is the
sharing of information with others.
As in dining, there are rules of etiquette that go
along with meetings.
Calfe & Associates

5. People begin to evaluate us before any words
are ever spoken.
“Who you are speaks so loudly that
I do not hear what you say.”
~Emerson
Calfe & Associates

6. Business meetings are one arena in which
poor etiquette can have negative effects. By
improving your Business Meeting Etiquette
you will automatically improve your chance of
success.
Calfe & Associates

7. Calfe & Associates
Starting the meeting off on the right foot when
it comes to manners ensures participants that
both they and their time are valid.
Good business meeting etiquette should be a
priority for anyone who hosts or attends such
functions to ensure successful and effective
meetings.

8. Business Etiquette…
Simply a means of maximizing your
business potential by presenting
yourself favorably.
Calfe & Associates

9. Calfe & Associates
Comfort
Trust
Attentiveness
Clear
Communication

10. GOLDEN RULE: Treat others as you
would like to be treated.
PLATINUM RULE: Treat others as they
would like to be treated.
Calfe & Associates

11. The way you treat people is NOT about who
they are, but rather all about who you are!
Calfe & Associates

12. Your manners and etiquette are not just
actions…they are an attitude…an attitude that
is closely related to your self-confidence, your
position in business and your personal life, as
well as your ability to build successful
relationships, teams and organizations.
Calfe & Associates

13. “Winning is not a sometime thing; it’s an all the
time thing. You don’t win once in a while; you
don’t do things right once in a while; you do
them right all the time. Winning is a habit.
Unfortunately, so is losing.”
~Vince Lombardi
Calfe & Associates

14. Calfe & Associates
1.The proper place to wear a name tag is on the:
Right lapel area
Left lapel area
It is not proper to wear name tag
Answer:

Right Lapel Area..it is in the line vision as it follows up from the
handshake.

15. Calfe & Associates
1.You are meeting a client, Sue Jones. It is your first
time speaking to her, it is proper to address her as:
Sue
Ms. Jones
Mrs. Jones
Miss Jones
Answer:
Ms. Jones. When “meeting” for the first time, using the honorific
of Ms. Is correct whether she is married or not.

16. Calfe & Associates
3. According to cell phone etiquette, if you are having a
business conversation in person with someone and
your cell phone rings, you should:
Stop your conversation & answer the phone.
Let the voice mail get it.
Excuse yourself & answer the phone.
Answer:
Let Voice Mail get it! A ringing cell phone does NOT take
precedence over an in-person conversation, unless it is an
emergency….and then you will have alerted the person you are
speaking to of the emergency.

17. Calfe & Associates
4. Cell phone etiquette-part two. You are attending a meeting
and you have your cell phone with you. Do you:
Turn off the cell phone until after the meeting.
Put the phone on vibrate and quietly excuse
yourself to answer it.
Leave it on “low” so you will not miss a call &
discretely answer it by texting.
Answer:
Turn off the cell phone until after the meeting. It is disruptive to the
presenter and to your colleagues.

18. Calfe & Associates
5. You are introducing two people in business; one
person is a manager and the other is a vice president
– who is introduced to whom?
The manager to the vice president.
The vice president to the manager.
Either way, it does not matter in business.
Answer:
The manager to the vice president. The etiquette of the
introduction states that you introduce the lesser authority to the
greater authority.

19. Calfe & Associates
6. Two people in business are being introduced.
Technically, who should extend his/her hand first?
The person of lesser authority.
The person of greater authority.
Either way, it does not matter in business.
Answer:
The person of greater authority. If he/she does not know to, then
go ahead and extend yours.

20. Proper etiquette can play a fairly significant
role in whether a meeting is a productive
gathering or an inefficient use of time.
Calfe & Associates

21. A good business meeting is one where ALL the
players show courtesy and respect. This
approach conveys a simple message:
We’re all professionals here, so let’s have a
productive meeting!
Calfe & Associates

22. R.S.V.P.
When asked via phone, email, or electronic calendar
to attend a business meeting, be sure to reply is a
reply is requested. Some meetings are structured and
spaces secured on the basis of expected attendance.
Calfe & Associates

23. ARRIVE EARLY
If this is not possible, arrive at the scheduled time at
the latest-but NEVER late! Do not assume that the
beginning of a meeting will be delayed until all those
planning to attend are present. If you arrive late, you
risk missing valuable information and lost the chance
to provide your input.
Calfe & Associates

24. Come Prepared
Always bring something to write on as well as to write
with. Meetings usually are called to convey
information, and it is disruptive to ask others for paper
and pen if you decide to take notes. If you know you
will be presenting information…ensure that your
material is organized and ready.
Calfe & Associates

25. Do Not Interrupt
Hold your comment to the speaker until the meeting
has adjourned or until the speaker asks for comments,
unless, of course, the speaker has encouraged open
discussion. Also, do not interrupt other attendees. Hold
your comments to others in the meeting until after the
meeting is adjourned. Conversation during a meeting
is disruptive to others and inconsiderate to the
speaker.
Calfe & Associates

26. Abstain From Electronics
As the notice at the beginning of films in movie
theaters requests, “Please silence cell phones and
pagers.” Activate voice mail if you have it, or forward
messages to another phone to be retrieved AFTER the
meeting.
Calfe & Associates

27. Speak In Turn
When asking a question, it usually is more appropriate
to raise your hand than to blurt out your question.
Other attendees may have questions, and speaker
needs to acknowledge everyone.
Calfe & Associates

28. Keep Your Questions Brief
When asking a question, be clear and to the point. If
your question is detailed, break it into parts or several
questions. But be sure to ask only one question at a
time…others may have questions as well.
Calfe & Associates

29. Pay Attention
Listen to the issues the speaker address, the
questions from the attendees, and the answers
provided. You do not want to waste meeting time
asking a question that has already been asked.
Calfe & Associates

30. Be Patient & Calm
Do not fidget, drum your fingers, tap your pen, flip
through or read materials not concerning the meeting,
or otherwise act in a disruptive manner.
Calfe & Associates

31. Attend the Entire Meeting
Leave only when the meeting is adjourned. Leaving
before the end of the meeting – unless absolutely
necessary and unless you have prior permission – can
be disruptive to other attendees and inconsiderate of
the speaker.
Calfe & Associates

32. Respond to Action Items
After the meeting, be sure to complete any tasks
assigned to you as expeditiously as possible; file your
meeting notes or any formalized minutes for later
review or to prepare for future meetings.
Calfe & Associates

33. Business etiquette is simply about feeling and
showing kindness and respect for those
around you. It is about exercising good
judgment.
Manners will make the difference!
Calfe & Associates

34. Questions?
Calfe & Associates

35. THANK YOU!
Celeste M. Calfe, CMF
Calfe & Associates
Phone: [phone]
Email: [email protected]
WWW.calfeassociates.com
Calfe & Associates