Boardroom Protocol for Every Business Meeting

Even in the age of social media, business meetings remain integral to advancing relationships in the professional landscape. People do business with those they know and trust, so making good first impressions can set your professional relationships on positive trajectories. The following is a step-by-step guide from the parking lot to the boardroom:

Preparation and Introductions
Reconfirm meetings the previous day and learn the company’s standard attire so you can dress a notch above. You want to present yourself as the consummate professional in your field while also fitting in with their specific professional culture.

Presenting yourself professionally includes not only attire, but also business cards, support materials, briefcases and even pens. These are all subtle reflections that speak volumes about the quality of you and your company.

Arrive up to 15 minutes early, introduce yourself to the receptionist and offer them your card. Visit the restroom, and be sure to wash and dry your hands thoroughly to eliminate clammy hands. Pop a breath mint and stand – not sit –  in the reception area. Most importantly, turn off all electronic devices not tied to your presentation. You never want to suggest that anything else is more important than the matter at hand.

In the conference room, exchange business cards before the meeting and strategically align them around your portfolio to help you remember and pronounce the attendees' names.

Engage in small talk to place others at ease and make personal client notes. This information can be used in subsequent communication to further relationships.

Presentations and the "Meeting After the Meeting"
Always seat the host first, seating them at the head of the table facing the doors. Then seat the most important person to the host’s right and the second most important person to the host’s left. Co-presenters sit opposite the host to gesture, make eye-contact and exchange silent signals with one another to help achieve the ultimate goal of controlling the meeting. Once hosts and guests are seated, everyone should stand for self-introductions.

Sit forward and consume as much space as possible; the perception is powerful. Having good posture, making eye-contact with each person and keeping your hands on the table are all crucial to appearing open and engaged. Refrain from fidgeting, inattentiveness and touching your face and hair. 

After the meeting concludes, hosts should walk guests to door, elevator or car, engaging in further small talk during this “meeting after the meeting.” After all is said and done, remember to send an email and a hand-written “thank you” note within 24-48 hours. The longer you wait, the less impact the gesture holds.

Judith Bowman is the founder of Protocol Consultants International, headquartered in Massachusetts.