Oh, how much time do we all spend in meetings?! Some are effective; some aren’t. They take time away from our abilities to do other things. Some times they’re boring and wasteful. Sometimes they’re not.
But one thing they all have: opportunities for you to showcase your abilities.
With all the time I’ve spent in meetings over the years, I’ve wondered how many people have considered this side of their participation in meetings. Some people sure haven’t acted that way.
Here are some things to consider:
* Groups of people attend meetings
* People of influence in your organization attend meetings
* Meeting times, agendas, and participants are usually known head of time
* Advance preparation is usually available before a meeting
* People in meetings can, and do, watch your behaviors, interactions and achievements. (They watch everyone else’s too)
So, given this mix, it only follows that the participants can and do draw inferences and possibly conclusions about your attitudes and abilities by how you prepare for and participate in meetings.
Here then are the opportunities:
- Arrive early: by arriving early for meetings, you show that you are organized. It also shows respect for the other participants.
- Bring the distributed materials with you: whether it is just the agenda or other handouts, once again, you’ve indirectly told everyone there that you’re organized and ready for the meeting.
- Come prepared to discuss: upon receiving the agenda, research pertinent points that can add value to the discussion. Read all of the distributed materials. Make notes or highlight points in the handouts. Once again, you are indirectly telling all the other participants that you value the effort and want to participate to the best of your ability.
- Bring copies of materials: if you decide to bring additional materials, bring enough for all participants. It tells them that you’re thinking ahead, and that you care.
- Bring your positive attitude: by showing positive body language and speaking in an energetic manor, you will be seen as a positive and proactive contributor.
- Contribute respectfully: by waiting your turn to talk or raising your hand to be recognized, you will be seen as a respectful participant in the process.
- Wait for others to finish: by not interrupting, you show great respect for the person speaking. Interruptions are considered by many to be not only rude, but selfish behaviors.
- Disagree agreeably: when you disagree, express your views in a very respectful way. Never attack the person; “attack” the idea.
- Keep your voice calm, pleasant, yet energized. Remember, all points can be made without raising your voice. Once you raise your voice or get angry, people focus on your behavior rather than your message.
- Allow others to express their ideas: by avoiding dominating the conversation, you will be seen as a team player. You’ll also gain allies among the participants in the meeting.
- Give credit to others: by recognizing others in front of peers and superiors, you’ll not only gain an ally for life, but you’ll be seen as an authentic and caring part of the team.
- Have good ideas: by making contributions that are valuable to the process, you’ll be viewed as an asset to the organization.
- Volunteer: when you volunteer for tasks, it shows eagerness, and positive contribution.
- Put the cell phone away: putting a cell phone on the table is a huge breach of etiquette. Either leave it back at the ranch, or turn it off and put it in your pocket.
- Keep your energy level up: acting enthusiastically, in all of your efforts including meetings, will get you noticed.
- Help summarize: if the meeting organizer doesn’t summarize the main points or “to-do’s” that resulted from the meeting, you might offer to review those points that you have noted. This is helpful to all involved.
- Follow up on a timely basis: for all the actions that you agreed to as part of the meeting, follow them in a reasonable time frame. Once again, these become indirect signals that you’re efficient and caring about the job at hand.
- Express your views IN the meeting: by sharing your opinions in the meeting, for all to hear, instead of participating or leading post-meeting “side-bars” of criticism and judgment, you’ll increase trust.
The converse of all of these hints and suggestions is also true. By not doing them, you can be telling the participants that you don’t care, are rude, difficult to work with, disorganized, etc.
So, the next time you are invited to a meeting, think of it not only as an opportunity to work on a project, but as an opportunity to showcase and share your abilities!
If you’re running an organization, consider giving this great resource to all your committee and task force chairmen!
