The 5-Minute Strategy to Prepare for a Meeting

Meetings are opportunities to both advance your business goals and strengthen your personal brand as a leader. To make the most of every meeting, your preparation should include not just reviewing the subject matter, but also paying attention to the critical nuances that really drive success. Taking just five minutes to review these five questions can make a real difference in how your next meeting goes.

1. How Do You Want to Show Up?

If you only have time to think about one question from this article before your next meeting, make it this one.

Every meeting you attend affects how others perceive you as a leader. What do you want your colleagues to understand about your leadership? And how can you convey that through your presence and behavior during the meeting?

Also think about how you can align your demeanor with the qualities people associate with strong leadership. For example, if you tend to talk fast, you might be perceived as stressed and harried. So you can make a point at your meeting to speak in a way that sounds grounded.

2. How Will Others Show Up?

It's a pretty safe bet that the other people at your meeting are going to behave in the ways they typically do. Today is probably not going to be the day that your grumpy co-worker becomes optimistic or that the chronic interrupter starts allowing others to speak. If you go into the meeting expecting others will behave in their usual ways, you may take their actions less personally and be more open to engaging in a different way.

At the same time, though, it's important to be aware of any events or situations that could change how others show up. Does anyone attending have an especially heavy workload right now? Is anyone dealing with a family situation? If you have trouble answering questions like those about your colleagues, that could be a sign to start paying some extra attention to strengthening your relationships with them.

3. What Questions Might Others Have?

Many times, if someone questions your ideas, opinions or decisions at a meeting, it's because they don't understand the connection between your actions and the big picture of what's right for the organization. If you speak just about your (or your department’s) goals and priorities, others may wonder whether your motivation is self-serving. So, as you prepare for your meeting, think about how you can "connect the dots" and help others understand your intent if they ask questions.

4. What Resistance or Objections Might Arise?

Even if you're proposing something at this meeting that seems like it should be a slam dunk, take a moment to think about any obstacles you might run into. What concerns might the other meeting attendees have? Preparing for pushback will keep you from being blindsided and help you disagree without being disagreeable.

5. How Will You Respond to Those Objections?

If you do encounter resistance, you can respond to it in a way that helps others feel heard and respected even as you are trying to win them over to your way of thinking. Different people can be influenced in different ways. The Center for Creative Leadership identifies three styles of influencing: 

• Head – a logical appeal focused on organization and individual benefits and typically full of data and facts

• Heart – an emotional appeal linked to something the person cares about such as individual goals and values

• Hand – a cooperative appeal that offers collaboration, consultation and alliances

The best tactic, of course, depends on your audience. So consider which approaches would work best for the different people at your meeting.

If you have a few minutes right now, answer these questions for the next meeting you have coming up. Want more leadership strategies you can put to use immediately? Pick up a copy of my book "Show Up. Step Up. Step Out." It will help you start taking small steps that lead to big results.

How to Speak Up in Meetings (Best of the Blog)

Meetings can be tricky to navigate for anyone. But women often have some extra challenges that men don't face. Researchers have found that women speak less than men do at meetings, and, as a result of this, their contributions are often underestimated. But they can also be judged more harshly than men if others perceive that they speak a lot.

Today, I want to give you both the confidence and the practical strategies you need to be heard.

What Keeps You From Speaking at Meetings?

In your next meeting, pay attention to your comfort level voicing your ideas and opinions. If you find yourself not saying much, take a few minutes to reflect about what's really holding you back. Here are some common reasons I see time and again in my work with leaders. Which ones resonate with you?

• You feel like you don't know enough about the topic or that you know less than everyone else. This is not your area of expertise.

• You're not comfortable speaking off the top of your head.

• Putting your idea out there feels risky. What if they reject it?

• You hesitate to speak up around people with more experience or tenure than you have.

• You feel that it's rude to talk over or interrupt others, especially if they're more senior than you are, and that’s what it would take to share your idea in this setting. Or you don't want to seem pushy.

How to Speak Up More

Now that you have a better sense of why you don’t speak up in meetings, you can work on reducing your hesitation. For many people, this involves shifting their mindset and expectations of themselves.

If you're not comfortable speaking off the cuff or putting your ideas out there, realize that you're expected to do both more and more as you advance as a leader. Consider making these areas a focus of your leadership development, and look for safe ways to practice, such as volunteer opportunities.

If talking over others or interrupting feels rude to you, remember that you can be heard while still honoring your value of respecting others. First, hone your ability to read the room (even if the "room" is on video) and adjust your style accordingly. In a meeting where everyone is being loud, passionate and outspoken, you can "amp up" your typical approach without stepping on others' toes. In a meeting with this kind of crowd, it can be helpful to make your points early before everyone really gets charged up. 

Also consider whether any beliefs from your culture or your family might impact whether you speak up. For example, "I should always defer to people who are older and more experienced" or "No one likes women who talk too much." These ideas can be so deeply engrained in you that you're not even aware of them until you start reflecting about your underlying assumptions or values.

One of the biggest shifts you can make is realizing that you can add value to a meeting even when you don't have expertise or experience in the area being discussed. Sometimes your fresh perspective is the very thing that makes you valuable. When everyone else has been immersed in a topic, they may be unable to "see the forest for the trees" the way that you can as a relative outsider. 

You don't always have to have the answer or solution, either. Others can benefit just from hearing how you think about the problem. Your approach might be one that they had not considered. You can even add value just by synthesizing and summarizing what you are hearing. When you make statements like "Here are the key opportunities and roadblocks I'm hearing …" or "Kevin, it sounds like you and Debra actually have similar goals here, but you're just stating them a little differently …" you help keep meetings on track and focused.

Don't Go It Alone

As with so many other aspects of developing as a leader, speaking more in meetings gets easier when you enlist an ally in your cause. Ask a trusted colleague to help you enter the conversation. They can say something like "Mona, you've handled situations like this. I'd love to hear your insights."

I also have a variety of products and services to help you build your confidence around speaking up. A great starting point is the title "Communicating With Impact from my Leadership EDGE Series℠.