Let’s Talk Meeting Etiquette

We all know meetings can get a bad rap, too many, too long, too vague. But great meetings? They’re where momentum is built, ideas are sparked, and decisions are made. The key is showing up well, especially if you're the one who booked it. So whether you're leading or attending, here's how to do meetings right.

If You Booked the Meeting: You’re the Host, Act Like It

You invited people into the room (or Zoom), so it's your job to make it worth their time. Here's how to prep like a pro:

Before the Meeting:

• Double-check everyone's calendars
   Respect people’s time. Make sure the key players are available and not being triple-booked.

• Do everyone a favour: build in a buffer
   Aim for a 45-minute meeting, but block 60 minutes on the calendar. That 15-minute buffer gives people breathing room before their next call.

• Include the agenda in the calendar invite
   Not in a separate doc. Put the key bullets right in the invite so everyone sees it.

• Message your team privately or in Slack
   Give them a heads-up on what to review, what they’re expected to contribute, and any prep needed.

• Share docs (or at least a heads-up on timing)
   Link everything in the invite or tell people when to expect it. Include the rationale, purpose, and goals. What’s this meeting really for?

• Ask how you can help people prepare
   A quick “Need anything from me ahead of this?” can go a long way.

During the Meeting:

• Show up a few minutes early
   Be there first. It’s your meeting.

• Start strong
   Explain the purpose, the plan, and how you’ll run it.

• Be the host
   Call on people, guide the flow, and make space for quieter voices.

• Take notes + capture action items
   No one wants to wonder, “Wait, what am I supposed to do next?”

• Set the tone
   Be warm, inclusive, and collaborative. Help people feel comfortable and heard.

After the Meeting:

• Send a clear follow-up
   Include notes, action items, who’s responsible for what, and when things are due. Simple, clear, done.

If You’re Attending: Be a Good Guest

You didn’t plan it, but your presence matters. Here’s how to be a team player:

• Do what’s asked
   Read the brief. Review the doc. Come prepared.

• Only cancel if it’s urgent
   Emergencies and client relations aside, don’t ghost a meeting you agreed to.

• Show up (and show up fully)
   That means: camera on, distractions off, phone away if it’s not needed.

• Be present
   This is your chance to collaborate, solve problems, and contribute ideas. 

• Be kind and curious
   Ask thoughtful questions, offer support, and keep the vibe respectful.

• Leave your stress at the door
   Everyone’s busy. Let’s make the most of the time we’ve got together.

Whether you're running the show or pulling up a seat, great meetings are a shared effort. They don’t happen by accident, they happen when people show up, prepared and present.

The Result: 

Here’s the plus: When you show up prepared and engaged, meetings become smoother, faster, and more productive. This means, the less the likelihood for more or follow-up meetings, the projects are executed well and your teammates will genuinely look forward to working with you. 

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