Meetings are great opportunities for you to share new ideas and any concerns with your teammates. When conducted effectively, discussions can foster a collaborative environment that encourages better decision-making and communication.
However, the success of a meeting is not solely dependent on its leader or organiser. A discussion can quickly become disorganised and unengaging if participants fail to prepare for it and practise the right attitudes.
Remember: all attendees are responsible for ensuring that these gatherings stay productive. Hence, learning how to work smart in meetings is paramount.
If you need some tips for making the most out of every meeting (even if you are not the one leading the conversation), below are a few ways you can add more value to every discussion:
Know What Role You Are Playing
If you have asked to participate in a meeting, identify your role in the discussion. For example, you might be responsible for providing feedback on a project or pitching a new idea. Knowing what expectations will help prepare your talking points.
If you do not have a specific role, you can also choose to make one for yourself. Try asking your meeting leader or fellow attendees if you can help with any tasks that need to be carried out, like conducting additional research or recording meeting minutes.
Make the Necessary Preparations in Advance
Preparation makes participation much easier, as it helps you plan what to say and ask during the discussion. Keeping this in mind, familiarise yourself with the meeting agenda in advance. You can then research ahead of time, prepare your talking points, and formulate the right questions.
If you have particular expertise that may be useful in a meeting agenda, you can also include it when preparing your points. Playing to your strengths encourages you to give specialised insights that could be invaluable to the conversation. Your peers and leaders will appreciate your initiative and unique perspective.
Be Punctual
Never underestimate the importance of being punctual. After all, entering a meeting late can distract other attendees and may cause the discussion to veer off course.
By arriving on schedule, you have enough time to organise your materials and get acquainted with other participants. It also gives you the chance to compose yourself before the conversation begins. Try to arrive at least five minutes before the meeting starting time.
Give Relevant and Succinct Input
As much as possible, avoid leaving a meeting without having contributed something. A few questions, thoughts, and comments can go a long way.
However, only share relevant points and express them succinctly. Ambiguous and long-winded comments can cause a lot of confusion and misunderstandings. So, do avoid rambling and discussing matters that are off-topic. Be sure to break your thoughts down into key points for clarity, then elaborate on them if necessary.
Listen Well to Other Meeting Participants
Always remember to pay attention to whoever is speaking. As a form of respect, avoid interrupting the speaker delivering a point. Be sure to use positive body language while you are listening. Smile, sit up straight and focus on the speaker to show that you are engaged and interested. Avoid getting distracted or looking at digital devices throughout the discussion, as it gives off an impression of disinterest.
Be Constructive and Open to Differing Perspectives
If you disagree with what someone is saying, phrase your opinions constructively. Rather than explicitly objecting, frame it as a question. Allow the person to explain their perspective or rationale first. Likewise, if someone disagrees with your ideas, hear them out before discussing your point of view.
Make Sure Everyone Has a Voice
Do avoid dominating the entire conversation during a conference. After all, meetings are about hearing different points of view, not just one. It is crucial to ensure that everyone feels comfortable sharing their thoughts.
Also, check on other participants by asking if they have anything more to add to the conversation. If perhaps someone’s input was skipped over or interrupted, ask them if they would like to reiterate it. These actions, while small, can encourage better rapport and more diverse conversations.
Take Down Notes
Be sure to take notes during a meeting to have a point of reference for the key takeaways. Having a reliable record can help you make the most of what you have learned even when the conference is over. If no one was officially taking the minutes of the meeting, your notes could be a helpful resource for peers who were not able to attend the event.
Participants play a big part in the success of every discussion. By preparing ahead of time, being punctual, listening attentively, and treating your peers with respect, you can transform every meeting into a more productive one.
If you need help encouraging our employees to be more productive, invest in online training through Priority Management Australia today.