Keys for the boardroom!
Roopa Hegde

Many unspoken rules apply in the boardroom. Here are some of them to help you master the game.

When it comes to the corporate workplace, there’s no place quite like the boardroom. Probably, for many of you barely a day goes by without being roped into some relevant/irrelevant meeting. Whether it is meeting a client or holding a board of directors meeting, the rules and etiquette for the boardroom remain unchanged. As much as it is important to get off on the right foot, getting started on the wrong foot could leave little room for recovery.

For a new manager or a fresher, the etiquette for formal meetings such as departmental or management meetings, board meetings, negotiations and the like can be perplexing. Very often, companies seek new ways to improve employee or customer relationship in this vital venue called the ‘boardroom’. Let’s consider some of the standard rules for dealing with meeting:

The chair: The person calling the meeting (the “chair”) should either be the most senior or the one with the most direct/urgent interest in topic at hand. He should decide the time, place and agenda. Details should be confirmed with everyone to ensure that all are in agreement and no inconvenience is caused.

Inform: The chairperson should make the purpose of the meeting clear to all those attending it. Information such as the duration and what is expected of them should be conveyed.

Prepare well: Preparing well before the meeting pays off, as your contribution may be integral to it. In case you are using any statistics, reports or data, ensure it’s handed out at least a couple of days before the meeting.

Be punctual: Arriving on time is a must. Making others wait will display poor etiquette as it shows little regard for their time.

Mute lines: Cell phones ringing at a meeting not only show bad manners but invariably distract the speaker too. Don’t forget to put your cell phone on mute or, better still, switch it off.

Recognise the introduction: Acknowledge any introductions or opening comments with a brief recognition of the chairperson and other participants.

Listen to your subordinates: Being a good listener pays off, regardless of your designation. Listen to your peers in a positive way, considering their opinions. Don’t interrupt anyone even if you disagree with his/her perspective. Note what has been said and address it later with the chairperson’s permission.

Keep it simple: When speaking, try to keep it simple and ensure what you say is relevant. KISS (Keep It Simple, Stupid) is the mantra and keep in mind the board doesn’t have the time for detail.

Maintain unity: The board is a single entity and it’s recommended that you work calmly on building common goals that everyone will appreciate. Your common goal should be to maintain unity. The golden rule for boardroom states, “An effective board is multiple minds speaking with one voice.”

Keep it confidential: Keep what has been discussed in the boardroom confidential. It’s a serious etiquette breach to divulge boardroom information.

Ensure each new member joining the board receives a list of boarding rules. The fundamental principles of any business meeting etiquette are good manners, courtesy and consideration. Comfort, trust, attentiveness and clear communication are the grades of demonstrating good etiquette. Following the proper guidelines will always ensure and orderly and a refreshing boardroom.