How to speak up in meetings

Meetings are sometimes a necessary evil. They can take hours and hours out of the day.

Some of us love meetings because it’s a chance to connect with people around the business or meeting people externally to work through exciting projects. A lot of people hate them. It might not be because of what’s involved in the meeting, such as talking about boring things, or because they drag on. Instead, the thing that scares us is speaking up and speaking out.

Many of us struggle to find our voice in meetings, which can be frustrating and hold us back from sharing our valuable insights. I’ve worked with clients who have said that the area of public speaking they want to improve is when they’re in a meeting.

Getting up on a stage is ok for them (not their favourite place), but not the same dreaded hate, and gut-wrenching stomach feeling that happens when in a meeting.

 
Tip #1: Prepare ahead of time

One of the most common reasons people struggle to speak up in meetings is because they feel unprepared. They might not have a clear idea of what they want to say, or they might feel like they don't know enough about the topic at hand. That's why it's important to prepare ahead of time.

Before the meeting, take some time to review the agenda and any relevant materials. If there isn’t an agenda, it’s ok to say “are we able to have an agenda for this meeting? I think it would be worthwhile that we come into this meeting prepared and that we’re all clear why we’re attending.”

This will then allow you to think about what you want to contribute to the discussion and what questions you might have. Jot down some notes if that helps you feel more organized. By doing this, you'll feel more confident going into the meeting and be more likely to speak up.

Tip #2: Listen actively

Another reason people struggle to speak up in meetings is because they feel like they don't have anything to add to the discussion. But even if you don't have a specific point to make, you can still participate in the conversation by actively listening.

Pay attention to what others are saying and ask clarifying questions if something isn't clear.

Paraphrase what others have said to show that you understand and are engaged in the conversation.

Is there something within your role that may mean you can provide some specific insights that you can add on to what is being discussed?

This will show that you’ve been listening, you’re engaged, and that you have valuable contributions that are relevant to the topic at hand. Doing this, you'll demonstrate that you're a valuable member of the team, even if you're not the most vocal.

Ultimately making a contribution is more than enough most of the time.

A little mantra that you can tell yourself before stepping into a meeting is that you don’t have to be the expert, but you do have something to say” say it to yourself “I don’t have to be the expert, but I do have something to say”.

This will help give you that push and a little bit of courage to know that saying something is sufficient and your contribution is important.

Tip #3: Be confident in your ideas

Finally, if you do have something to contribute, don't be afraid to speak up!

I know that telling people not to fear doesn’t actually help, but hear me out. Your ideas are valuable and you're there for a reason. You’ve been invited into that room because you’re wanted and important.

Valuing what you have to say, and your role in the bigger scheme of things is critical for you to understand. Make sure you know what your worth is.

Being able to show that your role and your knowledge is beneficial to others, the thing that’s being discussed, the business, or the client is one of the things I help people with the most in crafting and delivering the message that matters.

From a mindset perspective, know that you are there for a reason, and you’re expertise is going to make a huge difference. If you're feeling nervous, take a deep breath and remind yourself that you're capable and knowledgeable.

Can I help you?

1. Join my online on-demand course Communicate for Impact
2. I coach people one-on-one to assist them with their communication and speaking needs with single sessions available and 3 month package.
3. Want a speaker for your event or to have a training session in your workplace? Let’s discuss!
4. Book a virtual coffee with me and we can chat further!
5. You can download FREE resources here
6. Listen to the Craft Messages That Matter Podcast available on Spotify, Apple Podcasts, and Google Podcasts

About the author:

Theo Kapodistrias is a multi-national award-winning lawyer and speaker, MC, trainer, and public speaking coach. He is passionate about community involvement and holds several voluntary positions, including as the Executive Director of TEDxHobart. His keynote speaking, training, and coaching business is designed to help professionals, business owners, and entrepreneurs to speak up, show up, and make an impact through their voice and through their words www.theokap.com.au