Text 2. Formal meetings

The business etiquette of formal meetings such as departmental meetings, management meetings, board meetings, negotiations and the like can be puzzling. Such meetings usually have a set format. For example, the chair may always be the same person, minutes, agendas or reports may be pre-distributed or voting may take place.

Here are ten business etiquette guidelines that are applicable to any formal meeting:

Prepare well for the meeting as your contribution may be integral to the proceedings. If you are using statistics, reports or any other information make sure it has been handed out at least three days prior to the meeting.

Dress well and arrive in good time. Your professionalism is linked to both.

Always remember to switch of a mobile phone.

If there is an established seating pattern, accept it. If you are unsure, ask.

Acknowledge any introductions or opening remarks with a brief recognition of the chair and other participants.

When discussions are under way it is good business etiquette to allow more senior figures to contribute first.

Never interrupt anyone - even if you disagree strongly. Note what has been said and return to it later with the chair’s permission.

When speaking, be brief and ensure what you say is relevant.

Always address the chair unless it is clear that others are not doing so.

It is a serious breach of business etiquette to divulge information to others about a meeting. What has been discussed should be considered as confidential.

The underlying principles of the all the above business meeting etiquette pointers are good manners, courtesy and consideration. If these principles are adhered to the chances of offense and misunderstandings are greatly reduced.

v Task 6. Find English equivalents for the following phrases: