Introduction by Sofema Online www.sofemaonline.com

Without doubt, we face multiple distractions in the workplace and during meetings. Mobile phones, laptops. Emails & text messages, to name but a few.

Without meeting discipline and etiquette, people will slip into “bad practices.”

By addressing in a good way the common distractions, our meetings will become more productive and even take less time.

As a bonus, we can hope and expect the attendees to be more engaged and more likely to contribute. 

How do I make sure the meeting is effective?

Essentially, we can achieve our goal by setting in advance the “rules of engagement.” In this way, it will avoid the embarrassment of someone engaging with email or even Facebook during the meeting!

Do not invite people to the meeting when they do not “need” to be present. (If people reluctantly attend, they feel entitled to engage with email or social media, etc.) Make sure that you communicate effectively the purpose of the meeting so they can choose to decline attendance or to request email minutes following the meeting.

5 Minute Cut Off

Again, to avoid embarrassment, establish a 5-minute late rule, which means if you arrive more than 5 minutes after the start of the meeting, then you are too late and you should not join the meeting. Make sure you apologise and follow up with the meeting organiser later. 

Avoiding Distractions Best Practices

Mobile phones: Must be on silent or vibrate if you have to answer the call—essential calls only & never routine—then leave the room immediately; apologize later! (try to avoid becoming the distraction.)

Audio Visual: If it is your meeting, make sure you are properly prepared and nothing is forgotten; make sure you are the first to arrive set up any audio visual and check everything is working; prepare to be good to go 10 minutes before  starting. Such behaviour will for sure stand you in good stead.

Do you have a Plan B? - Can you run the meeting without Audio Visual, If yes, then you are good shape of you have an IT failure - Consider if the only thing necessary for Plan B is to print 2 or 3 pages for the attendees; it is a good investment, plus they will have a take away!

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