Anatomy of a well-communicated meeting

Earlier this week on RE:Office 365 we discussed etiquette when it comes to meetings. A lot of great points were raised and I think most people generally come to the same consensus that meetings should be better. So why is it that people still get their feathers ruffled around organising and having meetings.

I thought it quite ironic that almost immediately after the live stream ended I was speaking with a friend that works at a large Australian firm, and mentioned the discussion I’d just been a part of. They were staying at home for the day as they were unwell and had logged into their email to cancel any meetings for the day. One of them was a workshop with a number of people, and within a few minutes of the cancellation the organiser fired back quite tersely about how important this workshop was, how it was core to my friend’s job, how difficult it was to organise, etc. My friend was quite flustered with this brittle response.

I asked the question: “did you give a reason for your cancellation, or just cancel without any message?”. They indicated the latter. I didn’t need to say anything further on this as they immediately followed up with “I guess I should have explained why”.

The organiser of the meeting found out from my friend’s manager later that morning and sent an email wishing them a speedy recovery. This was a positive action to take from someone who realised that they may have overreacted in the tone of the email and was attempting to make amends. However, time and energy would have been saved if my friend had simply let the organiser know that they were unwell in the first place.

I recently wrote an article about “Bob” and his boss, where Bob cancelled the meeting with a few minutes to spare which caused his boss to overreact with a terse email. Bob could have done better by cancelling the meeting earlier – this would have avoided his boss being a dick and responding with how important he was and how unacceptable the meeting cancellation was.

On The Office 365 Good Etiquette Guide I have written a number of smaller articles around meeting etiquette that are really common sense, but for the sake of the exercise let’s piece together what I believe would be a well-communicated meeting that everyone will benefit from.

For the meeting organiser:

For the meeting participants:

The reality is that if the organiser spends a minute or two extra before sending a meeting invite: they will have a better a response.

If participants write a line or two when declining or cancelling this will save considerable frustration.

The technology has been here for a while:

If you don’t have the technology, get it. A comparatively small investment will result in an increased speed of decision making and collaboration, improve employee satisfaction by removing meeting frustrations.

The people aspect however costs even less to improve. Think about your fellow human being as a person, not a resource or obstruction. This person has their own job and life with their own challenges and pressures. We don’t know what is going on at all times with each other, and in reality, it’s not entirely our business. However, it is important to be considerate. So, spend a few extra seconds or minutes before, during and after meetings – it will pay off handsomely in the long run.

The Office 365 Good Etiquette Guide has launched!

Back in July 2016 I wrote about the upcoming Office 365 Good Etiquette Guide and indicated it would be published by the end of August. That timeframe came and went while I kept creating content and mulled options about the best way of publishing the guide and keeping it up to date.

At the start of 2017 I chose to release the guide as a publication on Medium as it allowed for easy access to individual content, add opinions & commentary, sharing, as well the ability to subscribe and follow it for new posts and updates.

With 20 posts so far published and 14 more scheduled for publication there’s a lot of content around emails, meetings, and instant messaging.

Soon there will also be some posts around social networking, Teams, file sharing and collaboration, and more.

You can check out the guide here at http://www.office365etiquette.info. Please make sure you like, comment, share, and even feel free to suggest ideas!