Boardrooms for hire

Meeting etiquette in the boardroom

No matter how high up the corporate ladder you progress, boardroom meetings will be a regular part of your professional life. Meeting etiquette will continue to be a crucial element of your interpersonal skill set. In this article boardrooms for hire we look at some of the nuances of a boardroom meeting.

It doesn’t matter who you are pay attention

The most obvious rule of meeting etiquette is pay attention. A mutually respectful meeting environment depends on the committed participation of everyone present in the room, and this means that all people present should remain alert and engaged with whoever is speaking at any given moment.

In order to maintain a professional level of active attention,

• Avoid engaging in distracted or distracting behaviours like
  • checking your phone,
  • doing work unrelated to the meeting at hand or
  • starting side conversations with those seated near you.
• Respect breeds respect, and by steering clear of these bad behaviours, you can build a reputation as someone who treats boardroom meetings seriously should be respected when in the corporate boardroom environment.

The importance of debate and disagreement

Corporate boardrooms thrive on stimulating and healthy debate. It can be counterproductive to agreeing even when you have misgivings , even if you do with the best intention of trying to maintain a positive mood.

Reasoned, considered, cordial disagreement is often fundamental to the best business decisions. At board level, whether it results in helping to avoid making tactical mistakes, overcoming everyday complex business issues or helps you and the board to develop a bold new strategic approach.

Appropriate boardroom meeting etiquette dictates that you voice disagreements politely, but firmly. Your colleagues deserve the respect of your honest opinion, and the success of your company demands the positive outcomes that result when every decision maker brings their experience and expertise to bear on important decisions.

When asking questions timing is everything

It is common in meetings where presentations are given for the presenter or meeting organizer tat the end of the presentation to  ask “Are there any questions?”

It’s easy to assume that the most appropriate, in fact the only, time to ask questions is at the end of a meeting, because we are all comfortable with this format. There are some disadvantages to this approach, in that, you run the risk of missing out on opportunities to spur a dynamic, productive conversation at a relevant and pertinent time.

Better to ask questions as they arise naturally throughout the board meeting rather than saving all your questions for the end of a meeting,.

There are a number of benefits to this approach

• It enables the person who must respond to your question to do so while the information at issue is fresh in everyone’s mind,
• It allows time for the conversation to branch off into potentially important, unforeseen directions as well.
• Asking your questions at appropriate intervals respects your colleagues time as well, helping to prevent meetings from running over time and allow everyone to get back to their work promptly

Avoid cliques forming

It can be easy to fall into predictable patterns of behaviour, for a corporate board that meets on a regular basis,. It’s only natural for board members who tend to see eye to eye on most issues to gravitate towards one another. This unfortunately can result in the formation of cliques within the larger group that can ultimately impede productive conversation.

There is an easy solution to this potential boardroom problem. By simply changing the seating arrangements every time the board convenes, you can prompt each group member to engage directly with everyone else at the boardroom table.

Keep to agendas and schedules

The most effective meetings are those that are planned out thoughtfully in advance, with a pre agreed agenda set to maximise the use of everyone’s time. This agenda is designed to cover only the key elements to be covered

Note: having an agenda with 30 items on for every meeting when you know you will only cover 5 thoroughly is ineffective and wasteful. Especially if certain items are on the agenda week in week out and never ever actually get to be covered.

If you are running a meeting, good practice requires that you book enough time to get through all agenda items you want to comfortably. Therefore circulate an agenda a minimum of 48 hours before the meeting and stick to it meticulously throughout the meeting.

As a meeting organiser you should be very conscious of everybody’s time so

• Promptly adjourn and leave the room when your allotted time has run out.
• Do what you can to make sure that meeting is kept on track
• The meeting does not overrun

Agendas are important but be open to spontaneity

Whilst this may seem counter intuitive and and contradict the above point about adherence to a schedule. In todays fast moving business environment, it is important to be open to the spontaneous emergence of a great idea or a productive opportunity. With the buy-in of everyone else in the room, this means allowing conversations during a meeting to move in an unexpected direction.

Boardrooms for hire – Summary

Contact Michelle Craig at Brightfield Business Hub on 01733 595885 or email Michelle Craig at arrange an appointment to see the wide range of board rooms and meeting rooms at BBH. Click here to have all your boardrooms for hire questions answered.

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Scenario: Looking to hire a boardroom for a 6 Director meeting

Selecting the right boardroom venue for a meeting involving six directors is a crucial task that requires careful consideration. The venue you choose can significantly impact the success of the meeting, the productivity of the directors, and the overall impression your organisation makes. Here are some important factors to take into account when looking for boardrooms for hire.

First and foremost, the location of the boardroom venue is of utmost importance. It should be easily accessible for all directors, considering factors such as proximity to their offices, residences, or transportation hubs. A convenient location reduces travel stress and ensures that participants can arrive on time, ready to engage in the discussions.

The size and layout of the boardroom are critical aspects to consider. The room should comfortably accommodate all six directors while providing ample space for them to move around and interact. A well-designed layout promotes better communication and engagement during the meeting. Additionally, the seating arrangement should allow for direct eye contact and clear visibility of presentation materials.

Technological amenities play a significant role in today’s meetings. Ensure that the boardroom is equipped with state-of-the-art audio visual equipment, including high-quality video conferencing capabilities if any directors will be attending remotely. A reliable and seamless technological setup ensures that the meeting can proceed without technical hiccups, allowing everyone to focus on the agenda.

Ambiance and aesthetics contribute to the overall atmosphere of the meeting. Choose a venue with a professional and sophisticated ambiance that aligns with the stature of the directors and your organisation. An environment that exudes professionalism and comfort can positively impact the mood and energy of the meeting participants.

Privacy and confidentiality are paramount when discussing sensitive business matters. Make sure the boardroom offers a level of privacy that prevents any unauthorised access or eavesdropping. Confidentiality is essential to foster open and honest discussions among the directors.

Catering and refreshments should also be considered. High-quality catering services can enhance the meeting experience, providing directors with the sustenance they need to stay engaged and focused. Depending on the duration of the meeting, you might want to offer options for breakfast, lunch, snacks, and beverages.

Cost is naturally a factor that needs to be taken into account. While you want to provide a premium experience for the directors, it’s essential to ensure that the chosen venue aligns with your budget. Keep in mind that the value and convenience provided by the venue can justify a higher cost.

Lastly, flexibility in terms of booking hours and the availability of support staff can be vital. Meetings might run longer than anticipated or require last-minute adjustments. Having a venue with a responsive and accommodating staff can make such situations easier to manage.

Selecting a boardroom venue for a meeting with six directors requires careful consideration of factors such as location, size, technology, ambiance, privacy, catering, cost, and flexibility. Each of these elements contributes to creating an environment conducive to productive discussions and successful outcomes. By taking these factors into account, you can ensure that your board meeting is effective, efficient, and memorable.