How to behave during business meetings?

In Calgary, as in any large Canadian city, business meetings combine national Canadian norms of politeness and professionalism with the peculiarities of the local business culture, particularly in the oil and gas industries. To prepare for a successful meeting, it is important to consider both general business etiquette and regional nuances.

1. Prepare for the meeting

  • Clearly define your goal. Prepare an agenda with key points and the outcomes you want to achieve.
  • Send materials in advance. Presentations, reports, or financial statements should be provided to participants at least 24–48 hours before the meeting.
  • Study your audience. Learn about the role and interests of each participant so that you can address questions specifically to them.

2. Punctuality

  • Arrive 5–10 minutes early. Being late is perceived as disrespectful to others' time.
  • Online meetings. Check your camera, sound, and connection to the platform (Zoom, Teams) 2–3 minutes before the start.

3. Dress code

  • Business formal (suit and tie, suit or formal outfit) for meetings with management or foreign partners.
  • Business casual (shirt/blouse, classic pants or skirt) for internal meetings.
  • More relaxed style (sweater or shirt without a tie) is acceptable in informal teams, but always check the company policy.

4. Beginning the meeting: greetings and introductions

  • Handshake – the classic way to greet someone; moderate strength and duration of 2–3 seconds.

  • Eye contact and a smile demonstrate friendliness and openness.

  • Brief introduction: name, position, company. Seniors or invited guests are greeted first.

5. Small talk

  • Weather, culture, or sports are safe topics for warm introductions.
  • Avoid politics, religion, and personal finances.
  • Duration: 1–3 minutes maximum; transition smoothly to the purpose of the meeting.

6. Conducting the meeting

  • The moderator opens and closes the meeting and follows the agenda.
  • Strict adherence to time: allocate no more than 15–20 minutes for each key point.
  • Take turns speaking: raise your hand or ask for permission to speak to avoid interruptions.
  • Use formal address and first names: remain formal until informal address is established.

7. Communication and discussion

  • Speak clearly and concisely, avoiding jargon or abbreviations that are not understood by everyone.
  • Use visual aids (slides, diagrams) to reinforce your arguments.
  • Ask for feedback: “What are your thoughts?”, “Do you see any challenges?”

8. Conflict resolution

  • Respect other people's opinions, even if you disagree.
  • Use a polite tone: avoid raising your voice, sarcasm, or personal attacks.
  • Offer compromises and alternative solutions.

9. Ending the meeting

  • Summarize key decisions and assign responsibilities.
  • Agree on next steps and set deadlines.
  • Thank everyone for their participation: “Thank you for your time and contributions.”

10. Follow up

  • Send out minutes with key decisions and an action plan within 24 hours.
  • Follow up on tasks and remind people of deadlines.
  • Collect feedback on the effectiveness of the meeting and possible improvements.

11. Regional characteristics of Calgary

  • Focus on practicality: get back to business quickly; short informal coffee chats instead of lengthy correspondence.

  • Respect for the energy industry: knowledge of local business partners in the oil sector creates additional credibility.

  • Flexible dress code: even on casual Tuesdays, maintain a neat and professional appearance.

Conclusion

Meeting conditions in Calgary combine Canadian politeness, punctuality, and multicultural sensitivity with a desire for efficiency. Thorough preparation, a professional appearance, a polite greeting, a structured agenda, and a clear conclusion are the keys to success. Adhering to these principles will help you not only have productive meetings, but also establish yourself as a competent and reliable partner in the Calgary business community.