Being a Meeting Professional goes beyond the basic skills required to produce a meeting. At every event (and in your daily activities), you are an ambassador for your company, whether you are a supplier or a planner. The way you present yourself can affect the way a client perceives your entire organization. Over the coming months, this column will provide tips on issues that help to build that professional image manners, ethics, and simple civility. In this new century, competition is tough, and people want to do business with people they respect.
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Cell Phone Etiquette
Cell phones: how did we ever survive without them? But unfortunately, with each new technology comes a whole new set of bad manners, and cell phones have certainly brought out the worst in some people.
As if phones ringing during meetings isn't bad enough, I was once in the third row of a ballroom of nearly 400 when a woman behind me not only answered her phone, but proceeded to have a "discussion" with her teenager (or so it sounded). The speaker kept going, but gave the lady a look of, "What are you thinking?"
Perhaps New York City has the right idea there's now a $50 fine for phones ringing during live performances or at museums. Maybe business meetings should be added to that list.
Now for some basic cell phone etiquette:
• Never take calls while in a meeting (or job interview).
• Wear your phone and set it to vibrate (particularly in place of those annoying songs).
• Keep private conversations private. (No arguing or top secret business negotiations.)
• Tell incoming callers where you are, so they can respect it and keep the conversation short.
• "No Talking Zones": Movies, live performances or meetings, trade show booths, libraries, museums, places of worship, and bathrooms. (Please!)
• For your next meeting, set up designated areas where people can make calls during breaks, but make the classrooms and other areas "Cell-Free Zones."
©2003 Marlys K. Arnold
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Networking Strategies & Etiquette
At nearly every KCMPI meeting, there is an opportunity for networking. Yet many people arrive late, simply because the thought of talking to those they don't know makes them uncomfortable. It doesn't need to be that way. Instead, remember the concept of "six degrees of separation" and think to yourself, "I wonder what fascinating person I might meet today?" Once networking becomes an everyday part of your life, you'll begin to see how you can be a talent scout, mentor or publicist to those you meet.
Preparing to Network
• Identify what you want to gain from networking at an event
• Plan icebreaker statements
• Have plenty of business cards
• Stay focused on how you can help others, not just yourself
At the Event
• Introduce yourself to new people, don't just talk with those you know
• Shake hands and make good eye contact
• Ask questions to uncover needs as well as how the person could help you
• LISTEN!!
• Use a person's name works like magic! (You'll also remember them that way.)
• Use body language appropriately
• Relax and be yourself
• Always say thank you and that you enjoyed meeting them
• Politely wrap up and move on to the next person
After the Event
• FOLLOW UP!! (Send a quick note or e-mail to say you enjoyed meeting them.)
• Keep track of your contacts (contact manager/database, card file, spiral notebook, or whatever works best for you)
• Stay in touch (quick phone calls, send relevant articles, notes, etc.)
Networking Faux Pas
• Being overly aggressive, self-centered or insincere
• Not listening
• Being careless with business cards (instead, treat them with respect and make notes on the back to help you remember details about the person)
• Not following through on promises
© 2004 by Marlys K. Arnold
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Using Effective Body Language
The young meeting planner entered the room filled with potential clients. Her hair, makeup and clothing were done to perfection. But no amount of grooming details were enough to overcome the first impression she created with her body language ... slouching with her head hung down, fidgeting with her jewelry.
Body language can say a lot about you. It's a strong form of non-verbal communication, and includes the way you walk, gesture, make eye contact, and position your body. It provides insight into your feelings, attitudes and respect for others. So here are some body language basics that you can use to be better prepared for your next interaction with clients or peers. You'll not only be able to control the impression you're making, but also better able to interpret the signals others are sending to you.
Bad body language signals and their underlying messages:
• Rigid posture (insensitive)
• Frowning (anger, worry, or dislike for person speaking)
• Glancing at watch repeatedly (impatient or bored)
• Deep sighing (boredom)
• Drooping head (ashamed, not confident)
• Slouching (lazy, tired, not confident)
• Fidgeting with hair, jewelry, items in pockets, or anything else (nervousness)
• Eyes down, with no direct eye contact (lack of trustworthiness; "shifty")
• Lip biting (nervousness or frustration)
• Arms folded (defensive or unwilling to listen to new ideas)
• Toe tapping or knee jiggling (nervousness or insecurity)
• Personal space invaders (aggressive or insensitive to others)
• Stiff, robotic gesturing (ill at ease)
Steps to develop good body language:
• Learn to relax -- it shows!
• Stand straight and tall with your chin up and walk confidently.
• Rotate your shoulders around several times to loosen up.
• Take a deep breath.
• Shake out your arms, then let them hang naturally at your sides.
• Make good eye contact, but don't overdo it and stare (or glare) at someone.
• Step in front of a mirror and practice your posture, gestures and facial expressions.
• Use positive body language to show you're paying attention: lean slightly toward the person speaking, smile and nod when appropriate.
• If you're unsure how you're coming across to others, ask someone to videotape you to uncover nervous habits like fidgeting or nail biting.
Your body language must be in sync with the verbal message you're sending. If it isn't, people are more likely to believe the body language as the "true" indication of how you really feel. It's up to you to control the message you're delivering.
© 2004 by Marlys K. Arnold
The
Savvy Professional is written for the
KCMPI Times
by Marlys K. Arnold, ImageSpecialist.
Marlys travels the country teaching both companies and
individuals how to create a more accurate, authentic image.
She is the author of
Build a Better Trade Show
Image
and
Pack Your
Bags! interactive book on
CD-ROM.
For information on
reprinting this article, please
e-mail
Marlys or call
816-746-7888.
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