Meeting etiquette is the set of courtesies that help a meeting run well such as arriving prepared, respecting everyone’s time, giving each voice room to be heard, and leaving the space as you’d wish to find it. Done well, it goes unnoticed. But when you’re hosting a client, an investor or a prospective hire, those small courtesies say a great deal about how you do business.
Most of what follows will feel familiar. The difference lies in doing it consistently, and in the details that are easy to overlook on a busy day.
Key takeaways
- Good meeting etiquette begins before anyone arrives. The right room, a clear agenda and our team briefed on who’s coming
- Arrive ten to fifteen minutes early and introduce yourself as host
- The essential meeting courtesy rules are simple. Begin on time, put phones away, let people finish and keep to the agenda
- Keep confidential conversations to an enclosed room, and clear screens and papers before you leave
- In hybrid meetings, test the technology first and invite remote attendees in by name
- End on time, agree next steps before everyone leaves, and follow up the same day
Why meeting manners and etiquette still matter
A meeting is often the first time a client experiences your business in person. Before a word of the agenda is discussed, they’ve already formed a view from how they were greeted, whether the room was ready, and whether you began when you said you would.
Good meeting manners and etiquette are a quiet signal that you’re organised, attentive and worth trusting with what matters to them. They also make your time together more productive, which is reason enough on its own.
Before the meeting
Choose a room that suits the conversation
A sensitive negotiation calls for something quite different from a team workshop. Think about how many people are attending, the tone you want to set and how much privacy the conversation needs. A smaller room keeps a two-person discussion focused, while a boardroom can provide a more formal setting for presentations and important discussions.. Choose a room with enough space for everyone to sit comfortably.
Share the agenda and practical details
Send an agenda a day or two ahead, with timings, attendees and anything worth reading beforehand. Include the address, the nearest station and who to ask for on arrival. It’s a small gesture, but guests who arrive knowing what to expect arrive at ease.
Let our team know who’s coming
If you’re hosting in one of our buildings, share your guests’ names and arrival times with our team in advance. They’ll welcome each guest personally and show them straight through, helping create a welcoming first impression. It’s also the time to mention your preferred layout, refreshments and any audio-visual needs.
Welcoming your guests
Arrive ten to fifteen minutes early. It gives you time to check the room, test the screen and settle before anyone else walks in. If you’re running behind, let our team know and they’ll welcome your guests and help them settle in while they wait.
As host, introductions fall to you. If people around the table haven’t met, introduce them by name and role before you begin. And when it comes to dress, it’s usually wise to follow the lead of the people you’re meeting.
Meeting courtesy rules in the room
A few meeting courtesy rules hold true whatever the occasion:
- Begin on time. Aim to begin on time. If someone is delayed, consider whether the meeting can proceed without them or whether a brief adjustment would be more appropriate
- Put phones away. Keep them silent and off the table. If you need to take a call, step outside first
- Let people finish. Everyone should have the chance to make their point without being spoken over
- Keep to the agenda. Note worthwhile tangents for another time, so the conversation stays on track
- Ask questions as they arise. Make space for questions at appropriate points, whether during the discussion or at a set point in the agenda
- Plan refreshments around the conversation. Tea, coffee and water are always welcome. For longer sessions, set aside a proper break for lunch rather than eating through the discussion
Discretion in a shared building
In a building shared with other businesses, discretion matters. Conversations in lounges and corridors carry further than you might think, so keep anything confidential to an enclosed meeting room. If a private call comes in, take it somewhere enclosed rather than in a shared space.
Before you leave, clear the whiteboard, sign out of any screens and gather your papers. Our team are discreet and experienced, so if privacy is important to you and your guests, you can be confident it’s respected from the moment they arrive.
Hybrid meeting etiquette
When some attendees join remotely, a little extra care keeps everyone equally involved:
- Test the video link and microphone before your guests arrive
- Share any materials digitally in advance, so remote attendees aren’t left squinting at a screen
- Invite remote attendees into the conversation by name, as they can find it harder to find a natural moment to speak
- Avoid side conversations in the room, which are difficult to follow on a call
Our team can help set up the technology before you begin, so you can focus on the people in front of you, and on the screen.
Boardroom etiquette for formal occasions
Board meetings, investor presentations and formal client reviews call for a little more ceremony. Arrange the seating so the key people can see one another and any screen clearly.
Make sure important documents are available in the agreed format, whether securely shared in advance or provided during the meeting.
Our meeting rooms are flexible, so we can arrange the layout to suit the occasion, whether that’s a boardroom table, a U-shape or theatre-style seating.
Closing well
How a meeting ends is remembered as clearly as how it begins. Finish on time, and before everyone leaves, summarise what’s been agreed, who’s responsible and by when. If you need a little longer, ask our team whether the room is free, rather than running into the next booking.
Walk your guests out where you can. Our team will reset the room after you, but it’s good form to gather your papers and leave the table clear. Follow up promptly, ideally within one working day, while the conversation is still fresh.
How we support you
Good meeting etiquette is easier when the details are already taken care of. Our experienced team take pride in remembering how you like a room set up, the names of your regular visitors and how your guests take their coffee. Because our buildings are unbranded, your business is always the focus.
Whether you’re hosting a client for an hour or bringing your team together for the day, our meeting rooms in London are set within some of the capital’s most prestigious neighbourhoods, from Mayfair and St. James’s to the City.
Find the room that feels right
If you’re planning your next meeting, we’d be delighted to help. Speak to our team about our meeting rooms in London, and we’ll help you find the room that suits the occasion.
Frequently asked questions
What is meeting etiquette?
Meeting etiquette is the set of courtesies that help meetings run smoothly and respectfully. It covers preparation, punctuality, how you conduct yourself during the meeting, and how you leave the room and follow up afterwards.
How early should you arrive when hosting a meeting?
Ten to fifteen minutes early is usually enough to check the room, test any technology and be ready to greet your guests as they arrive.
What is good etiquette for hybrid meetings?
Test the technology beforehand, share materials digitally, invite remote attendees to contribute by name and avoid side conversations in the room.
What are the basic meeting courtesy rules?
The essential meeting courtesy rules are to arrive on time, share an agenda in advance, put your phone away, let others finish speaking, keep to the agenda and finish on time.
Is it acceptable to eat during a meeting?
Drinks are generally fine. For longer meetings, it’s better to schedule a break for food than to eat while others are speaking.
