Can you relate to that feeling when someone announces, “We have a meeting,” and your first thought is, “Oh no, not another one!”
Have you ever noticed that sometimes the best meetings happen in the car park, AFTER the actual meeting has finished? Everyone suddenly seems to have something to say, decisions are made and problems are solved. Yet somehow, none of this happened around the meeting table!
I have a friend who is very vocal about her dislike of meetings. However, when we delved a little deeper, I discovered it wasn’t meetings themselves that she disliked. It was poorly run meetings. You know the ones that go overtime, never get through the agenda, involve the same people doing all the talking and somehow leave everyone wondering what was actually achieved.
So, what makes a meeting successful?
I believe there are three important ingredients: preparation, good communication skills and the ability to respond to impromptu questions.
- Preparation
I know this sounds basic, but you would be surprised how many people arrive at meetings without having looked at the agenda, let alone prepared for the items they are responsible for.
Take the time to read the agenda before the meeting. Know what is being discussed, prepare your contribution, review any supporting information and consider whether there are matters that might impact your area of responsibility.
It is also worth understanding the purpose of the meeting. Are you there to share information, make decisions, solve a problem or contribute ideas? Knowing this helps you prepare and ensures your contribution is relevant.
Preparation also means understanding the meeting procedures and your role. For some people, unfamiliar terminology and formal procedures can create anxiety and stop them from participating. The more you understand, the more confident you will feel about having your say.
- Good communication skills
Being able to communicate clearly and confidently is essential when participating in meetings.
Whether you are presenting a report, putting forward an idea, persuading others to consider your viewpoint or raising an objection, how you communicate can make a difference.
Brush up on your public speaking skills. Learn how to organise your thoughts, get your message across clearly and make your contribution within the time allowed.
Think about your voice, your pace and your body language. They all help convey your message and give it impact.
And please, let’s avoid the rambling, the endless ums and ers and the five-minute answer to a question that needed only one minute!
- The ability to respond to impromptu questions
This is where listening becomes so important.
How often have you been asked a question and found yourself answering something completely different from what was actually asked?
Practise active listening. Take a moment to understand the question, gather your thoughts and then respond. You don’t have to rush into an answer.
Learn to organise your thoughts quickly so you can respond in a logical, clear and confident manner. And remember, it is perfectly acceptable to ask for clarification if you are unsure what someone means.
Meetings are an important communication tool. When conducted well, they can generate ideas, clarify understanding, encourage participation, support decision-making and create action.
Of course, a successful meeting doesn’t finish when everyone walks out of the room. Make sure decisions are clear, actions are allocated and everyone knows what happens next.
So, perhaps it is time to look at meetings a little differently. They don’t have to be something we dread. With preparation, communication and confidence, they can become productive opportunities to connect, contribute and achieve results.
And hopefully, next time you attend a meeting, all the important conversations will happen around the meeting table, not in the car park afterwards!
Remember, your voice matters. Make sure it is heard in the meeting, not just afterwards.
If you would like to build your confidence and communication skills, I’d love to help you find your voice and make sure your contribution is heard.
Book a free conversation with Trish: www.calendly.com/trischel/conversation
Remember to download your copy of 3 Keys to Successful Public Speaking
Trish Springsteen
Public Speaking and Confidence Coach, Get Known Be Seen Specialist
Australia’s Leading Expert in Empowering Introverts
Multi International Award Winning Mentor
Inspirational Speaker, MC
International Award Winning Best Selling Author
Host Get Known Be Seen WebTV
I Believe in You until You Believe in Yourself
Clients work with Trish because they know she helps people who have something valuable to say become confident enough to say it — and visible enough to be heard. Trish typically works with small business owners, introverts, authors, advocate, the quiet expert and the emerging speaker/leader. You don’t need to become louder. You need the confidence to let people hear what you already know. Trish helps you go from Fear to Confidence, Confusion to Clarity, Unknown to Visible.
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