by Julie Higgs

Created on: November 19, 2009

You have 5 seconds: this is how long we take to make an opinion on someone. You need to make an impression in that time with your colleagues and associates at the meeting and work on that to keep the impression going.

1. Never be late. It is better to be too early than a minute late. You walk in once everyone is seated, you are noticeable, embarrassed and noted as someone who does not take the meeting seriously.

2. Be presentable. Look like you are ready for business by wearing office attire. Be comfortable in what you are wearing: don't wear something that will irritate your skin (wool has a habit of making you want to scratch) or shoes that you want to slip off to let your feet breathe. Do not wear clothes that will take the attention away from you the person, for example low cut blouses, gregarious ties or short skirts.

3. Be prepared. You should always have a copy of the agenda, previous minutes (if there are any), research and paperwork related to the items of the agenda that you need to speak on. Your preparation should be done well before the meeting date in order for you to make sure you have everything you need. If there is something that you cannot get, make sure you find out who is responsible for getting it and the time span of when the information will be available. You will then have something to report to the meeting.

4. If you have time before the meeting, introduce yourself to colleagues and associates, noting who the chairperson and note taker are (this way you know who to look at when seated for the meeting). Shake hands firmly, but not fast and smile. If you can, make a mental note or a written note of names.

5. Once seated, make sure you have all your documents in front of you in order of the agenda. Also a notebook and a couple of pens ready.

6. Be aware of your body language. Sit properly, do not slouch or cross your arms. Make yourself look approachable to talk to.

7. Listen carefully and make notes. Do not let yourself wander from what is being said, however boring it may be. It is common knowledge that as soon as you are not listening, you will be asked for your views. This, of course, will give the impression that you do not have an interest in the meeting.

8. If you are unclear about what is being said, ask for clarification. Again, this could come back and hit you with another question that you cannot answer if you do not understand.

9. Look directly at those speaking, taking notes but also giving non-verbal gestures that you agree (or not), that you are interested or puzzled. Keeping good eye contact will give a good first impression.

10. When you need to speak, speak slowly, clearly and confidently. Refer to your notes or research if necessary. Direct your words to the chairperson, but look around the table at everyone to make them all feel included in what you are saying. Look for their non-verbal language: are they understanding what you are saying or in disagreement? This will help you prepare for what may happen after you stop speaking.

11. Answer any questions directed to you. If you do not know the answer, say so but state that you will find out and let the meeting know either by email the next day or at the next meeting (depends on the urgency of the information).

12. When the meeting is over, make sure you collect all your paperwork. Say goodbye with a shake of the hand and try to use the person's name. This will make your first impression to them stay in their mind.

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