Protocol & Etiquette Corner Submitted by the Office of the Surgeon General Protocol Point of Contact:  LT La Keisha C. Jones, USPHS (lakeisha.jones@hhs.gov) Please note that information provided in this Commissioned Corps Bulletin article is intended to provide clarification for officers of the Commissioned Corps of the U.S. Public Health Service (Corps) who are coordinating, executing, and participating in Corps related activities, events, and ceremonies. In response to frequent questions received from civilians, officers, and Department of Health and Human Services (HHS) Operating Divisions, Staff Divisions, and non-HHS organizations to which Corps officers are assigned, the Office of the Surgeon General will publish monthly columns to provide clarity on topics such as, but not limited to, ceremonies and routine activities. Please contact the Office of the Surgeon General if you have any questions or concerns regarding protocol and etiquette in the Corps – lakeisha.jones@hhs.gov. If there are topics that you would like to see addressed in future Commissioned Corps Bulletin articles, please submit them to LT La Keisha Jones at lakeisha.jones@hhs.gov. We look forward to addressing subjects that are most important to you. Meetings Everyone has them – meetings. It is estimated that we spend at least a quarter of our working hours in meetings, and that the higher we advance in our careers the more meetings that will take place. So, whether you are a fan of meetings or dread meetings, here are a few business meeting etiquette tips to ensure an efficient meeting takes place. 1. Arrive at Least 5 Minutes Early. Respect everyone’s time by respecting the meeting time. Be punctual. Arrive early and get settled. It is in poor form to arrive at the same time or after the room has been called to attention for an Admiral or the most senior individual in attendance. 2. Enter Quietly. If you do arrive late, avoid creating a distraction. Sit close to the door unless you know where a seat in the room has been reserved for you. Now is not the time to inform everyone why you are late. If you must share this information, wait until the end of the meeting to share this information with the meeting Chairperson. 3. Silence Electronic Devices Before Entering the Room. Resist checking e-mails and taking phone calls while in a meeting. If you anticipate an incoming call, place your device on vibrate and position yourself closest to the exit to minimize distractions. It is best to inform the Chairperson prior to the start of the meeting that you may need to excuse yourself so that they are not surprised or distracted. 4. Gather Missed Information at the End of the Meeting. If you enter a meeting late, wait until a break or the end of the meeting to catch up on what was said. Review the agenda to see where you are in the meeting and when the time arises to gather the information, then do so. 5. Yield the Floor to the More Senior Attendees. When establishing your agenda or requesting feedback during the meeting, the most senior attendees should have the opportunity to provide comments first. Then proceed down the hierarchy within the room for questions, comments, and reports. 6. Remember the Professional vs. Personal Line. Addressing your co-worker, supervisor, or boss on a first name basis may be appropriate in your day-to-day activities, but in meetings it is wise to lean on the more formal side by using proper titles, Ma’am and Sir. 7. Ask One Question at a Time. Instead of asking multiple questions in one breath, give others the opportunity to respond. Try not to dominate the conversation. 8. Pay Attention. Listen to the questions and answers of the speaker. To ensure the meeting moves along, avoid asking the same questions or repeating previously stated views. 9. Thank Those in Attendance. If you are chairing the meeting, take a moment to thank those who have adjusted their schedules or put work aside to attend and contribute to the meeting. 10. Start and End on Time. Clear objectives and an agenda will help everyone stay on task. Current Issue Front Page