EFFECTIVE PARTICIPATION AT MEETINGS

Common Questions About Speaking at Meetings

Many professionals, volunteers, and students often ask three main questions regarding their role in meetings:

·         How do I know how much or how little to say when asked to speak? I worry I might not be interesting, or fulfill expectations.

·         I have thoughts and opinions but often hesitate to share them.

·         I feel anxious during meetings and sometimes contribute too much, unsure if I'm actually adding value. I wonder if I speak up just for the sake of participating. What should I do?

These concerns are common, but there is a balanced approach. The key is to speak when you have something meaningful to add, focusing on moving the conversation forward. Before contributing, ask yourself: “What do I have to say, and why does it matter?”

Scenario 1: Presenting at a Meeting

If you’re scheduled to present, you are expected to speak. In this situation:

·         Be well-informed about your topic, considering all perspectives, and prepare your position with supporting facts.

·         Anticipate possible questions and be ready with responses.

·         Clearly frame the issue or problem you’re addressing and remind the group of any decisions that they will be asked to make. (it encourages listening)

·         If someone spoke before you, acknowledge their contribution and thank them if appropriate.

·         When giving your presentation, share your conclusion either at the beginning or end. Make your points clear, concise, and accessible to everyone, directly addressing the matter at hand.

·         Maintain a respectful tone and body language, avoiding sarcasm, bias, or digressions.

·         Keep your presentation within a set time frame. Short, focused presentations are more engaging and appreciated by others.

·         When inviting questions, answer clearly and directly. Don’t hesitate to ask for clarification or to say you need more time to provide a thorough response.

Scenarios 2&3: Attending and Contributing to Meetings

If you’re not required to speak but wish to contribute—or if you tend to share too little or too much—consider these tips:

·         If you receive the agenda in advance, prepare your thoughts, questions and initial opinions.

·         Listen actively to others before speaking.

·         Ask relevant, good-faith questions for clarity when needed.

·         Ensure your comments are designed to help advance the discussion.

·         Organize your thoughts and, when speaking, be clear about your main point and conclusion. You might start with your conclusion to engage listeners from the start.

·         Support your views with facts and keep your comments brief and accurate. This builds your reputation as a credible and reliable colleague.

·         Be honest if you’re unsure of something. If possible, offer to find and provide the information later.

·         If your perspective is debatable, invite further discussion by asking if you’ve missed anything. This displays openness to learning and a commitment to finding the best answer.

                These approaches can help you participate more effectively in meetings in a comfortable and authentic way.