Many people hesitate to speak up in team meetings because they worry about being judged, lack confidence, or feel unsure of how their contributions will be received. Sometimes, it's a fear of disagreement, or maybe they feel overshadowed by more dominant voices or find the group dynamic unwelcoming. Cultural factors, like different communication styles or even language barriers, can add to the challenge. Other times, people stay quiet simply because they don’t feel connected to the topic or aren’t clear on their role in the discussion. Whatever the reason, these factors can all contribute to an environment where only a few voices are heard. In today’s post, we’ll explore some practical tips to help you build confidence and find your voice in meetings, so you can start sharing your ideas with ease.
- Meeting Introductions: Showcase Value and Enthusiasm
When introducing yourself to new people, be clear, concise, and enthusiastic. Share your name, title, a brief thank you, and how you will add value. For example, “Hi, I’m Deb, a partner at PMA. Thank you for inviting me. I’m really looking forward to contributing to the meeting's success by being a helpful contributor and a sounding board for ideas.”
How can you adjust your introduction to better highlight your strengths and contributions?
- Stop Using Softeners and Qualifiers
Avoid phrases like “I’m not sure if this is right, but…” or “This might be a dumb question.” These diminish your message and reduce your impact. Similarly, avoid using the word “just” (e.g., “I just wanted to ask…”). Instead, use confident language like, “I’d like to add…”
What is one softener or qualifier that you use frequently, and how can you rephrase it more confidently?
- Bookending: Start and End with Impact
Begin by clearly stating your intention or key message, and finish by summarizing main points or action items. For example, you might say, “I know how important it is to everyone that we take action after we've discussed an important topic like this, so I’d like to recap the key decisions and actions we’ve committed to before we move on to the next topic.”
How can you structure your opening and closing statements in meetings to reinforce your key messages?
- Frame Your Points with the Why and How
Provide context and structure to your contributions by explaining the ‘why’ behind your point and the structure of what you will cover. For instance, “I know there’s been a challenge with XYZ, and I’d like to outline three suggestions my team has developed to address it.”
How can explaining the ‘why’ behind your points help others see your perspective more clearly?
- Build on the Last Person’s Point
Acknowledge the previous speaker’s contribution before adding your own. For example, “Building on what Sarah mentioned about customer feedback, I’d like to suggest…” This shows you’re listening and helps create a collaborative environment.
How does complimenting or building on others’ ideas impact group dynamics?
- Ask for Support to Speak Up in Meetings
If you sometimes struggle to get a word in during meetings, speak with the meeting leader beforehand. Ask them to make room for you to share or to refer to you on a specific agenda item.
What steps can you take to feel more comfortable contributing to meetings?
- Remind Yourself Why You Were Invited
You were invited to the meeting for a reason. Focus on the value you bring and remind yourself of your expertise and experience to build confidence in speaking up. And if you don't know why you were invited, ask. Ex. "Fran, I appreciate you including me in the meeting. What role or specific value are you hoping I'll bring?"
What unique value do you bring to your meetings?
- Prepare to Add Value
Before the meeting, think about how you can contribute. Is it your experience, your creativity, your facilitation, or your ability to clarify a conversation to improve understanding. consider the last time you met with this team. What were the barriers to success? How could you help navigate those in this meeting?
What’s one way you can prepare yourself to contribute more effectively in your next meeting?
Incorporating these tips into your approach can make a significant difference in how you show up in meetings. By gradually building your confidence and becoming more comfortable speaking up, you'll not only contribute more effectively but also enhance the overall team dynamic. Remember, your voice and perspective are valuable—don’t be afraid to share them. The more you practice, the easier it will become to speak up and make meaningful contributions to the conversation.
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