10 Tips for Proper Conference Room Etiquette in 2023

Conference rooms represent a unique space in the modern office. The fact that it is a shared space means that you have to be aware of other people’s schedules and needs. In addition, there are certain rules of behavior that must be followed while at a conference. Fortunately, we’ve created a comprehensive guide to help you safely navigate proper conference room etiquette when it comes to sharing a public space and how to conduct yourself during a conference.

don’t leave a mess
To comply with the schedule
Please make any cancellation as soon as possible
Be considerate and accommodating
Don’t assume there’s an empty room at stake
Limit food and drinks
put away your phone
Ask questions during the meeting
Don’t get too comfortable
Arrive on time

As a common courtesy to the next person using the conference room, be sure to leave the space cleaner than when you found it. Imagine walking into the conference room to start a meeting with an important client and finding the table littered with empty coffee cups and stacks of papers. You don’t want to get caught in that position, so make sure you don’t put your coworkers in the same spot. Make sure the room is neat and presentable before you leave.

Meetings tend to run longer than scheduled, but it’s up to you to keep things moving and make sure you’re out of the room on time. If you are part of a busy office, chances are conference rooms are booked consecutively throughout the day. If you go five minutes past your scheduled time, you may end up causing a ripple effect that throws everyone off schedule.

The same rule applies to scheduling a conference room or canceling a reservation: try to do it as soon as possible. Don’t wait until the last minute to make a request if you know you’ll need the room by a certain date. This will help ensure you get the space you want and help others in the office make adjustments to your schedule if necessary.

You might take a look at the schedule and see that the largest conference table, complete with all the bells and whistles, is open, but you may not need all that space for your ten-person gathering. Instead of sticking with the fancy conference room just because you can, see what other options are available. This could allow someone with a last minute reservation to get the space they need. On the same note, if you can switch times with a coworker who needs to make a change, try to be as accommodating as possible. You may find that they are willing to return the favor in the future when you need help.

If you notice a room is open, don’t assume you can use it for free. Whoever has the room booked may be late, and you risk having an awkward encounter that makes both of you look unprofessional. Always check the schedule or contact the person in charge of scheduling before entering a conference room.

In addition to the rules on how to manage the shared space, there are also some tips to keep in mind during a meeting. Following these recommendations can help you make a good impression on your coworkers, bosses, and clients.

As a general rule of thumb, it’s perfectly acceptable to bring coffee, tea, and water to a meeting and take a sip of your drink during the meeting. Anything beyond these common drinks can cause a distraction. Imagine being the only person eating a hamburger at a large conference table that seats thirty people.

While your phone can be an important business tool you use throughout the day, it should be out of sight during conference calls. You don’t want to be distracted or even appear distracted while others are talking. Be sure to turn off the sound and keep it in your pocket or bag. If you absolutely must take a call or answer a text, try to leave the room as quietly as possible.

The last thing you want to do is save all your questions for last, then launch a barrage of ideas just when everyone thinks they’re about to walk away. This is a surefire way to quickly turn your coworkers into enemies and be the guy who caused the meeting to run over. If you have questions, be sure to ask them at the appropriate time and stay on topic.

If you are lucky enough to have plush conference chairs, be careful not to get too comfortable during the meeting. Avoid leaning back in the chair or lowering the height to look like a small child. Try to sit upright towards the front edge of the seat so that you appear alert and engaged in conversation, and make sure you are at eye level with everyone else at the table.

This really should go without saying, but it is absolutely the most important piece of etiquette to follow. Whether you’re running the meeting or an attendee, be on time and ready to participate. Showing up on time demonstrates a certain level of professionalism and shows others that you respect their time.

At its core, good office etiquette boils down to showing respect and compassion for your colleagues. Sharing any space can cause tension and frustration, but if you are aware of how your actions affect others, you can easily avoid any conflict. The same goes for behavior in the conference room. Remember to treat others as you would like to be treated. Following these simple tips can go a long way toward creating a more pleasant work environment and earning the trust of your colleagues.