Get an insight into the importance of board room etiquette. Which basic rules should you follow to make your board room meeting as efficient as possible?
Why Board Room Etiquette is Important?
No matter what kind of business a company runs, board meetings will be a part of its professional life. That is why knowing some key rules of board room etiquette helps not only to run meetings effectively but also to create a highly productive atmosphere during them.
Key Rules of Board Room Etiquette
Board room etiquette for participants and organizers is essential. If you and your team are unable to communicate productively and respectfully with each other during the meeting, you will have a hard time promoting your company in any meaningful way. Luckily, virtual meeting etiquette isn’t complicated. Just follow the 10 tips we shared below. We guarantee that once you do this, your board room meetings will run much more effectively.
Always set an agenda
The first step to organizing an effective board room is setting the agenda. With the agenda template, it’s easy to highlight the key points of your meeting and share them with your colleagues – especially with those who couldn’t participate.
Share files and information before the meeting
If you expect your team to participate and collaborate during a board meeting, it’s important to set the right conditions for this. Prepare the files or documents you need and share them before the meeting so your colleagues spend less time guessing and more time brainstorming.
Discuss the meeting time
It’s better to discuss a convenient time for the meeting with its key participants in advance, and only then invite people. It will help to reduce the chances of someone being absent from the meeting.
Choose a suitable platform for the meeting.
Make sure all participants have the required software in advance and test your own one before the meeting starts, eliminating the possibility of technical problems.
When arranging a board room, it is essential to set time limits. Indicate the duration of the discussion (preferably in the agenda) so that participants can meet their schedules. But remember, if the meeting lasts more than an hour, the participants will be less able to concentrate, which can influence their productivity.
Introduce participants to each other
This rule of etiquette is observed by the leader of the meeting. Before diving into specific projects, strategies, and other important business topics, take a minute or two and make sure everyone is introduced to each other. Once everyone knows the names and roles of other people in the meeting, they will be able to communicate more effectively and your meeting will be more productive as a result.
Be attentive and focused
The success of the meeting usually depends on the committed participation of its members, that is why it is very important to stay alert and engaged at any given moment. Avoid distractions or any other activity unrelated to the meeting.
This simple rule may sound too obvious, however, neglecting it can create a lot of problems during the meeting. To avoid this – let each of the participants speak in turns and let them finish their thoughts, before interrupting them.
Debrief the meeting before it ends
As the end of the meeting approaches, it is essential for everyone to have a clear goal and a plan of what to work on. The leader of the meeting should briefly summarize the discussion, give the opportunity to ask questions, and clarify the steps taken before the next meeting.
What to do after the meeting?
Take the time to send notes, individual assignments, and anything else relevant to each participant as a reminder of their following tasks. And don’t forget to thank the participants for their time.