Meeting Manners

As an intern, chances are you will have the opportunity to sit in on department or company-wide meetings quite frequently.  You may be exposed to different sectors of the business, meet new employees or clients, and/or become privy to important (and perhaps private) information.  To make an outstanding impression on your supervisor or manager, it is important to remember the following pieces of advice while in a meeting setting.

1. Be present--Undoubtedly, all employees face distractions while in the office. However, you can avoid some of the most tempting distractions in a meeting quite easily.  For example, unless it is absolutely necessary, avoid taking your cell phone or lap top into the conference room or area.  Chances are (especially being an intern) any message or email that comes in throughout the duration of the meeting can wait. Instead, focus your attention on the content being discussed.  Be punctual, listen, contemplate, comprehend and analyze the information that is discussed, and look interested in the conversation--even if you aren't.  You do NOT want to look like Michelle Tanner...

2. Take notes--Come prepared to every meeting with a notebook and pen or pencil. You wouldn't show up to class without these essential items, would you?  (OK--maybe some of you college juniors and seniors would these days, but you get the point). Taking notes the old fashioned way will make you seem as though you are engaged in the conversation and the subject matter at hand--which you should be.  Often, the notes you take in a meeting will come in handy when working on projects or assignments for your department.  Believe me, your boss will notice that you are paying attention, and may even check some of his or her information against your notes.

3. Be active--If you are in a meeting with the CEO of a huge corporation, you probably will not speak unless spoken to. However, you should be able to read whether or not it is appropriate to participate in conversation while in an office meeting.  More than likely, your supervisor or coworkers will appreciate your insight and comments, even if a question or comment was not directly pointed at you.  Remember, you were hired for the internship for a reason.  Your opinions and your intelligence matters.  Do not be afraid to become involved in the conversation if you feel that it is warranted.

4. Understand "confidentiality"--Work under the assumption that all of the material covered in any meeting that you attend is private or confidential.  Sometimes, meetings focus on undisclosed information such as new business or finances.  Often, you will be able to read what content should or should not be released to others.  Your judgement is key, but it is better to safe than sorry. I would suggest avoiding disclosing any information to individuals outside of the meeting (other employees, former, current or future clients, etc.) before checking in with your manager or supervisor.

5. Ask questions--Most of the time, interns are not expected to understand every facet of the company they are working for--especially when they first start the job.  The only way to learn more about your employer is to ask meaningful questions.  If there is something you are unsure about or something that you need clarified, do not be afraid to ask a coworker or supervisor.  Even if you feel more comfortable waiting until a break in the meeting or even until after the meeting is complete, it is better to get an answer to your question(s) straight from the source than trying to figure it out for yourself!  As an aside, asking questions is another great way to stay engaged in the meeting and keep you focused.