Pointers for Attending Meetings

Abstract

Surgeons serve on hospital staffs and are required to attend meetings; a person’s attitude toward meetings has a great deal to do with the benefits derived from them. Some people see meetings as a waste of time, others as simply as a necessary evil. Meetings can be an opportunity to broaden horizons by an exchange of ideas, to improve one’s standing and advance one’s career, and even to advance one’s social activities. Although not applicable in every situation the following pointers can be helpful. When you enter the room, take a good look around to see who is participating. Greet everyone in the room according to your relationship; for some a handshake, for others a nod of the head. The people on whom your status may depend require the warmer greeting. The people with whom you work on a daily basis should be given more than a nod, but not necessarily the “big greeting.” Most people can rely on their instincts to avoid the appearance of being a flatterer. For the majority, a friendly smile and hello is appropriate. Recognize the presence of strangers even if you have no notion of who they are, because there was a reason for inviting them. Don’t carry anything to an extreme. Loudness while greeting friends and associates does not enhance opinions of you or ingratiate you with superiors or strangers. Speak up. Participate in every meeting by offering an explanation, confirming another’s assertions and best of all, expressing your own ideas. Do not be afraid of criticism or contradiction; take this in stride. Answer calmly. You need not always have the last word; often a soft statement (“it needs more research,” and so forth) is adequate. Do not insult anyone; remember that you have to work with these people. Even with strangers your reputation will be hurt if you make derogatory remarks. Criticize ideas, projects, and programs, but not people. Always try to offer remarks in a positive manner and tone. People are much more apt to pay attention if you speak positively. Make suggestions for improvement rather than pointing out faults. Small talk has its place but it must not be permitted to dominate. It should be restricted to breaks and preand postmeeting discussions. Set your sights on accomplishing goals like research, advancing programs and projects, and enhancing the standing of the institution. What is important, are the end results of the meeting, not the process. An acceptable process is necessary but is not an end in itself. It is the chair’s responsibility to keep the discussion properly focused. If a bit of nudging is needed, do so with the utmost courtesy. Petty issues must not be permitted to interfere with accomplishing your aims. Focus in on what is important and pay little regard to the peripheral. The essence of the meeting is the items that appear on the agenda. Everything else should be considered peripheral. If they don’t relate to the agenda, they should not be discussed. Remarks that may sound inappropriate, but are only idle talk, can be disregarded. Most people are basically good but their self-interest may cause behavior that others view negatively. It is wise to be aware there is a difference between an isolated incident and a pattern of behavior. People are motivated by selfinterest but that needn’t interfere with good relationships. Give every person an appropriate amount of respect while remaining aware that your self-interest may clash. Some people are moody and everyone has good and bad points including you. Don’t pick on a person’s foibles. Always be certain that the facts you state are correct. Misinformation can do tremendous harm; you will too quickly develop a reputation of unreliability that will diminish your status and could retard your career. Always stick up for yourself. Anything that you think is a putdown is one. Respond to every such remark but without rancor or apology. Simply put the shoe on the other’s foot. Don’t show displays of annoyance or boredom. Having your mind elsewhere needn’t show on your face. If someone should suddenly call on you, show that you are aware of what was under discussion. Enter every meeting in as fit a condition as possible. If you need an aspirin or something else take it before the meeting begins. Remember that all of life is one long learning process and that you can learn from everyone. Actively participating in meetings is to everyone’s benefit. Go to the meeting expecting to come out wiser and you will.