294 Chapter 12
Meetings.
Meetings are an area where success is largely dependent upon good organization and adequate prepa-
ration. You will often meet people who are busy and usually inaccessible to you. Compile questions you
want to ask or topics you want to cover and know in advance what you hope to accomplish.
Business meetings are one arena in which poor etiquette can have negative effects. By improving your
business-meeting etiquette you automatically improve your chances of success. Comfort, trust, attentive-
ness, and clear communication are examples of the positive results of demonstrating good etiquette.
Informal meetings are generally more relaxed affairs and may not necessarily take place in the of-
fice or meeting room. Even so, a sense of professionalism and good business etiquette are still required.
The business etiquette of formal meetings such as departmental meetings, management meetings,
board meetings, negotiations, and the like can be perplexing. Such meetings usually have a set format.
A summary of business etiquette guidelines for formal meeting include:
- Go prepared to the meeting as your contribution may be fundamental to the proceedings. If you
are using statistics, reports or other information, hand out copies prior to the meeting with am-
ple time to be studied. - Mobile phones should be switched off during the meeting.
- Arrive on time and appropriately dressed as this reflects professionalism.
- Where an established seating pattern exists, accept it. If you are unsure, ask.
- It is courteous to begin 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 participants
to contribute first. - Interrupting a speaker reflects bad manners - even if you strongly disagree. Note what has been
said and return to it later with the chair’s permission. - When speaking, be brief and to the point and ensure that what you say is relevant.
- It is a breach of business etiquette to divulge information to others about a meeting. What has
been discussed should be considered as confidential.
12.7 IDENTIFY AND TRACK SOURCES FOR LEADS.
There are many methods to identify and track potential sources and project leads, depending on whether
your business is a one-person organization or a well-organized firm with several employees. These
methods include:
- Send out flyers, brochures, emails, etc., to potential clients as an excellent start point.
- Scan the Internet. Typically many of today’s contractors and subcontractors have websites, and
some of these firms have client lists (to build up potential customer confidence) on their websites.
These lists can be researched to see which if any names are worth following up on. - Visit the various neighborhood commercial-real-estate agents to see which commercial properties
are on the market. A list of all these possible leads should be made and followed up with letters
and brochures offering the company’s services.