By: Patricia Napier-Fitzpatrick

For junior staff members, formal business meetings at your office are a great opportunity for you to make a good impression. When you conduct yourself in a professional manner, it will be noticed by your boss and senior management. Then, when the time comes for deciding who should be promoted, and who could be counted on to positively represent the firm with clients at meetings outside of the office, chances are you will be considered.

Following are business protocol guidelines that are applicable to any formal meeting:

•  Prepare for the meeting as your contribution may be integral to the proceedings.
•  Dress well and arrive on time. Your professionalism is linked to both.
•  Smile. Your facial expression says more than your mere words.
•  Introduce yourself immediately. As soon as you approach people you don’t know or are approached by them, say who you are.
• Offer a firm handshake. Your handshake speaks loudly about your professionalism, credibility, and confidence. Extend your hand as you give your greeting. The person who puts a hand out first comes across as confident and at ease.
• Pay attention to names when you meet people. If you concentrate and repeat the name as soon as you hear it, you stand a better chance of remembering it later. Use first names of individuals whom you have just met only after they give you permission.
• Always switch off your cell phone—particularly if you are a junior member of the staff.
• If there is an established seating pattern, accept it. If you are unsure, ask.
• Stand up when you meet someone. This allows you to engage the person on an equal eye-to-eye level. By remaining seated, you send a message you don’t think the other person is important enough to warrant the effort it takes to stand.
• Acknowledge any introductions or opening remarks with a brief recognition of the chair and other participants.
• When discussions are under way, it is good business etiquette to allow more senior figures to contribute first and lead the way in discussions.
• Never interrupt anyone, even if you strongly disagree.
• When speaking, be brief and ensure what you say is relevant.
• Always address the chair unless it is clear that others are not doing so.
• It is a serious breach of business etiquette to divulge information to others about a meeting. What has been discussed should be considered confidential.