Rules for Meeting Etiquette for Mobile Devices
Fri, 02/13/2009 — Ray Stahl
In today's connected, urgency addicted, and multi-tasking world it is hard to hold a business meeting without attendees bringing their laptops and smartphones along to the meeting. This is becoming an issue for many people. Some executives are upset with having spent the time and money to bring everyone together for an important meeting only to find that many people are there physically but only half the time mentally. The resulting frustration by the executive can be anything from disappointment to a major impact to your career. It is important for the meeting planner to be clear to attendees what the meeting policy is about using mobile devices.
I have outlined some rules and suggestions for meeting planners and mobile users to address this challenge.
In today's connected, urgency addicted, and multi-tasking world it is hard to hold a business meeting without attendees bringing their laptops and smartphones along to the meeting. This is becoming an issue for many people. Some executives are upset with having spent the time and money to bring everyone together for an important meeting only to find that many people are there physically but only half the time mentally. The resulting frustration by the executive can be anything from disappointment to a major impact to your career. It is important for the meeting planner to be clear to attendees what the meeting policy is about using mobile devices.
I have outlined some rules and suggestions for meeting planners and mobile users to address this challenge.
Meeting Planners
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State in your meeting invitation if the meeting is "topless", a Silicon Valley phrase for without laptops and phones during the meeting. If you plan on having "communciation" breaks during the meeting then indicate this in your invitation. Let attendees know whether or not there will be scheduled breaks for "re-connecting". Also know what the connectivity of the meeting room and adjacent areas are.
- If you are at a hotel do they have open wireless?
- How good are cellular services?
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Announce at the being of the meeting the topless policy and remind the attendees of the policy for failing to comply. Having a senior manager make the statement will set the tone of the meeting.
- I have been at meetings where the senior manager would charge any violator $50 or ask the violator to leave.
- Make sure to take the first Laptop break on or near your original schedule. This will build trust with the attendees and they will know that they will have the opportunity to re-connect.
- Provide strips and/or connections in locations that are only available at breaks. If laptops are needed as part of the meeting make sure resources are in place to support them.
- Assign official scribble. If you ban laptops then make sure someone is taking notes and tracking actions that will be provided to the attendees of the meeting immediately after the meeting.
Laptop Users Good Manners
- Stay Focused - If you are using your laptop for note taking or providing information for the meeting that is reasonable but not getting the sport scores.
- Pay attention to the speaker and be ready to participate in discussions.
- They value your participaton in the meeting, you owe it to yourself and the host to listen and be involved. It very easy to get distracted.
- Turn off the sound & pop-ups - You may have a reminder that chimes or IM that rings, this is disruptive to the meeting's flow. If you are presenting you do not want a personal message popping up while you are sharing your screen.
- Be discrete - It is hard for a presenter to stay focused when someone is tapping away on a keyboard. Some people are use to it but if you do not know for certain then it is better to not be pecking away even for your notes.
References
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