Conducting a Meeting or Giving a Presentation

UNITED STATES

Business Practices

Conducting a Meeting or Giving a Presentation

A high degree of informality is typical of most business meetings, which often begin with a short, casual conversation about a subject unrelated to the topic of the meeting. Some joking and friendly banter throughout the meeting are intended to create a relaxed and friendly atmosphere. It is not common, however, to discuss personal matters during a meeting.

The meeting organizer should bring copies of a detailed agenda, outlining the topics to be discussed and the objectives of the meeting. Presentations should be direct and to the point, including well-researched, relevant facts and visual aids. The meeting’s organizer should prepare for the presentation as though it were a job interview. In some respects, it is. Chairing a meeting in the United States is perceived as an opportunity to impress one’s boss, and the chairperson’s performance can affect his or her opportunities for advancement within the company.

All individuals attending a meeting are expected to understand the issues under discussion and to participate, regardless of their rank or status. Ideas and opinions are expressed openly, even if they differ from opinions of the other participants. In fact, those who always agree with the speaker will soon be regarded as ‘yes men’ who contribute little value. Many Americans value honesty above saving face, and believe an open and direct debate is an effective way to quickly determine the best solution to a problem. While debate in a meeting may cause short-term friction among participants, such interactions are generally not considered personal affronts. Remaining quiet in a group debate and not contributing valuable ideas is often more detrimental to a person’s position in his or her work group than engaging in the discussion would be. Americans are typically not fond of prolonged silences and will often speak simply to fill the void. Concepts such as 'saving face' or maintaining honor are less important to Americans than they are to individuals from many other countries. Tact and diplomacy, however, are valued skills that can ease group tensions and help disputing parties reach an agreement.

It is a common business practice in the United States to record many workplace interactions through practices that range from writing notes about conversations to creating a record of events at a meeting, known as ‘minutes.’ This practice should not be interpreted as a sign of distrust. An individual should not assume something is officially binding simply because a written record of the event, concept or discussion exists. No idea or plan is considered official and binding until all of the participating parties have signed an agreement to implement it.

Negotiation Styles

Americans