Just like in everyday life, the way we present ourselves at work meetings can make a big difference in the impression we make. Many times we believe that business is limited to presenting a project, figures or agreements, however, the way we do it, how we behave and even the way we relate to other team members or partners, determine the course that can take a situation.
The Professor of Organizational Sciences, Management and Psychology at the University of North Carolina, Steven Rogelberg, in his book “The surprising science of meetings” comments that work meetings play a fundamental role in making decisions and improving development business, since it allows coordination between the different actors of the work, generating a sense of community and collaboration. In addition, they are spaces in which the vision of the leaders can be displayed and the workers contribute with creative ideas. That is why we must give greater importance when presenting ourselves to a meeting, preparing ourselves in advance to be clear about the objectives we want to achieve through the meeting and achieve the best results for all.
We commonly have in mind that aspects such as: personal presentation, punctuality and eloquent speech are the best tools to make a good impression; however, there are details that often go unnoticed, but that can be the difference between success or failure for a business. Some of them are:
- The time is gold: In the business world, the start time is just as important as the end time, and every minute counts. Being aware of this is a key point to improve our experience and that of others. The time spent in an unprofitable meeting is productive time that can be used in other work aspects. Aspects such as punctuality, avoiding talking about other people’s issues and clarity in what was discussed, allows to maintain the north of the meeting, and implies that there is respect for the time of the participants and their occupations; In addition, it reduces personal and economic costs.
- Body language: It is said that 70% of what is expressed corresponds to a non-verbal language, and it is that, when holding a business meeting, every detail counts. There are body language experts who analyze each of the movements of public figures such as presidents, businessmen or celebrities, to decipher their true intentions or feelings in a situation. From the way we arrive at the meeting, the way we shake hands, or how we sit, can condition the final result of a meeting, since an erroneous gesture can generate discomfort among the attendees and lose the north of the meeting, culminating in unwanted situations.
- Roles: Each of the participants plays a certain role both in the functioning of the organization and in the objective of the citation. Being aware of what each one’s responsibilities are, and their level of participation around the meeting, prevents information crosses or misunderstandings between the members of the work team.
In my experience as a business consultant, I have seen how this aspect becomes more relevant when the meeting is held with the presence of an external agent, since many times the members of a work team are not clear about their role or responsibilities and, for different reasons, They seek to stand out or undermine the participation of their peers. These types of attitudes imply that teamwork is not working properly and that possibly the business is not a good option. - Clear information: Information is power, knowing how to manage and communicate it is one of the most efficient ways to successfully achieve the objective of a business meeting. It is not only important to have an accurate speech with the key points to facilitate the development of the meeting, but also the use of data, figures and even audiovisual tools, allow a greater understanding of what is said, keeping the constant attention of the attendees. , and ensuring that the message reaches each of the people in a clear and understandable way.
- Context: Many times, meetings are usually held in contexts other than offices or boardrooms, so understanding the space and time in which they are organized will determine the way in which we develop. At this point it is important to know in advance, what elements we have at our disposal to present our ideas, being consistent with the moment and intention for which it was cited. In addition, in a world as interconnected as the one we live in today, interaction with people from different countries is very common. We must understand that each of the cultures have attitudes and protocols very different from ours. For example, in Eastern cultures, physical contact is not usually seen as something correct, and greetings are usually bows or subtle bows that show a higher degree of respect.
Each of these aspects can save us from embarrassing or counterproductive moments for a business project. Although the business world largely moves from numbers, the trust around it is what resolves the good path of an agreement between the parties. It is there, where our attitude as leaders, or as members of a work team, can make a difference by creating a good impression, with small actions of respect and organization. Let us remember that our image is the image of an entire organization, and that as Oscar Wild said, “there is no second chance for a first impression”.