■R.S.V.P
When you are required to attend a business meeting via email, phone, or electronic calendar, make sure to response if a reply is demanded. Some meetings are structured and spaces secured on the basis of anticipated attendance.
■Arrive Early
If it is impossible, arrive on time but never late. Never assume that the beginning of a meeting will be postponed until all the supposed attendees are present. You would probably miss the valuable information and lose the opportunity to provide your input if you are late, and you should not expect others to fill you during or after the meeting. Everyone is busy, and those who were conscientious enough to arrive on time have no duty to recount the meeting for you.
■Come Prepared
Remember to bring pens and paper with you. Meetings are usually supposed to convey information, and it is disruptive to borrow other’s pen and paper when you need them. If you know you are going to present information, make sure that your view files, handouts, PPT slides and so on are ready well-organized.
■Do not Interrupt
Not until the meeting has adjourned or the addresser asks for comments can you utter your point of view, unless the addresser has encouraged open discourse through the meeting. And don’t interrupt other attendees. Hold your remarks until after the meeting is adjourned. It is impolite to talk during a meeting, as it is inconsiderate of the speaker and might disrupt other members.
■Abstain from Electronics
Just like the notice posted at the beginning of a film in movie theaters, “please silence cell phones and pagers”, activate voice-mail if you have it or forward messages to another phone during the meeting.
■Speak in Turn
Whenever you want to ask a question, put up your hand first till you are invited to express your ideas and thoughts. It is always more appropriate than blurting out your question. Other attendees may also have questions, and the addresser needs to acknowledge everyone.