The Importance of Respecting Attendees in Business Meetings and Mobile Phone Etiquette

In the rapidly evolving world of business, people are learning things much faster than before and moving across roles at a higher pace as well. However, somewhere along the way, some basic business ethics are not being transcended properly or are simply being ignored. For example, let’s take business meetings, they play a crucial role in decision-making, collaboration and facilitating effective communication within organizations. Amid the pursuit of corporate objectives, it is essential not to overlook one of the fundamental tenets of business ethics: respecting meeting attendees. In parallel, smart phones are an integral part of our lives and are often a primary source of distraction. We live in a time where people who are constantly looking down at their phone are considered normal while those who look around them and at the sky are considered crazy. Having proper mobile phone etiquette in business meetings is an aspect not to be overseen.

It is important to remember business ethics and make sure that they are not diluted. We need to realize the significance of showing respect to colleagues during business meetings. This shows professionalism and leadership. As leaders or leaders to be, whatever habits we have will be passed on to others. If we adopt good ones, people who we lead will remember us for what they have learned from us.

1.       Professional Courtesy and Time Management

A professional knows when to and when not to set up meetings and will schedule meetings at a time that is convenient for all participants. Details to be mindful about are time zone differences, personal restrictions, or limitations of participants. Avoid slots that are outside of the core working hours or during lunch breaks of participants for example. Paying attention to such details is a sign that you are professional and considerate to your participants.

Arriving on time and adhering to meeting schedules shows respect for the time and efforts of meeting participants. It acknowledges that their time is valuable and that you value their presence in the meeting. People can rely on you to honor your commitments and respect their time. Late arrivals and extended meetings disrupt the flow of the workday. They can cause frustration and stress for participants who have other responsibilities or commitments following the meeting. Respecting schedules minimizes such disruptions. Be mindful that you are not the only person with a busy schedule, others have things to get done as well and the more you respect that the more people will respect you.

Using mobile phone during a meeting can be perceived as unprofessional and often shows lack of respect towards meeting participants. Ringing phones, incessant notifications, and glaring screens divert attention away from the meeting agenda and the people present. Demonstrating respect for attendees involves silencing your phone, deactivating notifications, and ensuring that it does not disrupt the flow of the meeting. Other factors that may disrupt meetings is having back to back meetings without any buffer. As a good practice, it can be useful to always leave at least 30minutes buffer in between meetings to ensure that any slippage from one meeting does not lead into the other.

2.       Being Present, Engaged and Actively Listening

Respecting your colleagues in a business meeting begins with being fully present and engaged. When you continuously check your devices for emails, notifications or messages, you inadvertently convey that your commitment to the discussion is lacking. This also gives the impression that whatever is happening on your devices is more important than the discussion or the people sitting in front of you.

Active listening is a critical aspect when attending meetings and shows that you value meeting attendees. When someone is distracted in a meeting, it’s easy for them not to follow discussions, miss out on important information and provide inaccurate responses or feedback. More than often, our colleagues will notice when we are not actively listening as they will either need to correct us, repeat what has already been said or remind us of decisions made. This can be frustrating to them. When you are focused on your devices during meetings, you are unable to actively listen to your colleagues. Respect their perspectives and contributions by putting your devices aside, direct your full attention to the meeting and to your colleagues and engaging in meaningful dialogue.

3.       Lead by Example and Foster Trust

Whether you are a leader or a team member, you have the opportunity to set a positive example for others. For example, by adhering to mobile phone etiquette during meetings, you encourage your colleagues to do the same. Leading by example not only enhances the overall meeting experience but also fosters a culture of respect within the organization.

Face-to-face meetings offer invaluable opportunities for genuine human interaction, brainstorming, and relationship-building. By prioritizing these interactions over your mobile device, you enrich the quality of the meeting and the connections you form with your colleagues.

Trust forms the bedrock of effective teamwork, and demonstrating respect for your colleagues in meetings is a substantial step toward building and maintaining trust. When you consistently show up on time and respect meeting schedules, it fosters trust among colleagues and partners. When attendees observe that you value their time and contributions by refraining from using your phone, they are more likely to place trust in your judgment and collaborate more effectively.

4.       Some Best Practices for using mobile phones at the office or in business meetings

• Keep your phone on silent or vibrate mode to minimize disruptions.
• If you have a wearable smart device like a smartwatch, use it for notifications, but configure it to provide meaningful alerts.
• Establish communication protocols with your close contacts to ensure important personal communications are not missed during office hours.
• Utilize decline and quick-reply to options effectively to provide informative responses when you cannot answer a call or message immediately.
• Educate your contacts about respecting your availability and try to respond to calls and messages when it is feasible, without feeling compelled to do so immediately.
• Set yourself Digital Wellbeing goals to learn to disconnect from your mobile phone.

In business meetings, respecting attendees should be a fundamental principle. By ensuring that value time commitments and refrain from using mobile phones during these gatherings, you send a clear message that you value your colleagues' time, contributions, and the importance of face-to-face communication. Remember, it's not just about following a set of rules; it's about fostering a culture of respect, professionalism, and trust within your organization. So, the next time you enter a business meeting, put your mobile phone away, and give your full attention to the people and the discussions at hand. Remember, a good leader values the people, and a poor leader does the opposite.