Hello Reader,
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Trust takes years to build and seconds to destroy. In our virtual-first world, one of the fastest trust-killers isn't always what you'd expect - it can be as simple as a surprise participant who shows up unannounced in your "casual catch-up" call. This seemingly small oversight can instantly erode trust and damage valuable professional relationships.

A Common Scenario That Illustrates the Problem

Let me paint a picture for you of this workplace scenario: A consultant accepts what's described as a "brief networking call" with someone they met at a recent industry conference. The invitation emphasizes getting to know each other better and potentially finding ways to support each other's work in the future.

However, when the consultant joins the call, they discover three executives on the screen instead of one. Without any prior notice, what was positioned as a networking conversation transforms into an impromptu consulting session. The executives begin asking detailed questions about industry trends, competitive analysis, and strategic recommendations - essentially conducting an unpaid consultation under the guise of "networking."

The result? An uncomfortable dynamic where the consultant feels deceived and professionally exploited. Even if they handle the situation gracefully, the foundation for any future professional relationship has been compromised through this misrepresentation.
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This scenario - unfortunately common in today's business environment - could have been entirely avoided with basic transparency.

Essential Meeting Transparency Principles

1. Disclose all participants upfront: Always inform who will be attending. If you need to add someone after sending the initial invitation, reach out immediately to explain why and ask for consent.
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2. Be clear about meeting purpose: Don't use social language ("catch up," "reconnect") when the actual purpose is business-focused. Mixed signals create confusion and erode trust.
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3. Respect stated boundaries: When someone clearly communicates their comfort level or availability for certain topics, honour these boundaries completely. Attempting to work around stated limitations damages credibility.
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4. Acknowledge when things go wrong: If a meeting doesn't unfold as planned or if participants feel misled, take responsibility. A simple acknowledgment can preserve the relationship.
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5. Value professional expertise appropriately: Seeking industry insights or professional advice requires explicit permission and often proper compensation. Attempting to extract expertise through social channels undermines both the relationship and the professional's value.

The Virtual Meeting Factor

Technology makes it easier than ever to add surprise participants with a simple click, but this convenience shouldn't replace common courtesy. In fact, virtual environments require more intentional communication about meeting dynamics, not less.

When someone can't read the room or gauge body language as easily, transparency becomes even more critical for maintaining professional relationships.

Moving Forward

These principles aren't just about politeness - they're about building sustainable professional networks based on mutual respect and clear communication. In our increasingly connected world, word travels fast about professionals who don't honour basic meeting etiquette.

The good news is that getting this right is straightforward. A few extra sentences in your meeting invitation can save relationships and build trust that last for years.

Free Download

Speaking of meeting etiquette, I've created a comprehensive "Meeting Etiquette Cheat Sheet" that covers all the basics we sometimes forget - whether virtual or face-to-face. This actionable guide helps you navigate today's hybrid work environment with simple yet powerful tips on meeting preparation, professional positioning and seating, communication essentials, behaviour and conduct standards, technology etiquette, and effective follow-up strategies.

Enjoy your week ahead, and we'll see you next week.
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Warm regards,
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Trina Boos
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Founder & CEO
Boost Academy of Excellence