How You Can Influence Meetings, You Do Not Lead.
Are you tired of being pulled into last-minute, chaotic meetings that lack purpose, structure, and direction? Do you find yourself sitting through endless discussions that drain your time and leave you feeling frustrated and unproductive?
If you’ve experienced the powerlessness of being a passive meeting participant, unable to influence the course of a meeting, you’re not alone. Regardless of their role or seniority, many professionals face the daily challenge of navigating meetings where they are not in the lead role.
“How can I influence the performance and effectiveness of meetings I don’t lead?”
The “Lead Meetings That Work” program brings together executives, small business owners, and team leaders eager to leverage their everyday leadership opportunities — otherwise known as meetings — to unlock new levels of performance and shape team and organizational culture. And this is a question that regularly arises.
And here’s the secret: you have the power to make a difference.
By being an exemplary meeting participant.
Welcome to the world of being an exemplary meeting participant — a role that significantly influences what is accomplished in meetings and how we perceive their value in terms of time well spent.
Imagine a work life where every meeting is facilitated by exceptional leaders who possess the skills, capabilities, and confidence to guide discussions smoothly and effectively. Envision a scenario where every participant shows up as their best self, fully engaged from beginning to end, and committed to actively contributing and achieving meeting goals.
How different would your work day be?
The significance of being an excellent meeting participant cannot be underestimated. It directly impacts the outcomes of meetings and how we experience them in terms of productivity and fulfillment. Becoming an engaged and effective meeting participant can amplify team collaboration, drive organizational success, enhance your well-being and work experience, and foster a positive and fun work culture.
Your participation matters, and your collective efforts can transform meetings into collaborative, productive, and enjoyable experiences for everyone involved.
Why This Matters
Being an engaged and effective meeting participant offers numerous advantages, not just for the team and organization but also for each of us as individuals. Let’s explore why it should matter to you:
Amplify Team Collaboration: Active meeting participation encourages collaboration, fostering an environment where diverse perspectives and ideas can flourish. Contributing thoughtfully and constructively makes you integral to the team’s success, fostering a sense of accomplishment and fulfillment.Drive Organizational Success: Your active engagement in meetings contributes to better outcomes, rigorous decision-making, improved productivity, enhanced creativity, and overall team and organizational success. As a result, you become a valuable asset, recognized for your contributions and impact on achieving organizational goals.Enhance Your Well-being and Work Experience: Meetings are transformed when everyone shows up as good meeting participants. This means less time in unproductive discussions and less frustration and burnout from meetings. Engaging in enjoyable conversations and feeling more productive can significantly enhance your work experience and reduce day-to-day stress.Foster a Positive and Fun Work Culture: You create a positive team and work culture by being a good meeting participant. When meetings are engaging, productive, and enjoyable, they become opportunities to connect with colleagues, share ideas, and foster a sense of camaraderie. This leads to a more enjoyable work environment and promotes a sense of fun and fulfillment in your professional journey.
Clearly, showing up as a good meeting participant matters on many levels.
Ten Top Tips
Now, let’s explore ten practical tips to help you be a better meeting participant:
Be Prepared: Review the agenda and any pre-meeting materials, and show up prepared with your contributions and questions. In the absence of meeting materials being shared in advance, reach out to the meeting leader and ask what pre-work is required or how they would like you to prepare for the meeting. This demonstrates readiness, accountability, and respect for your role as a contributor to the meeting.Respect Time: Be punctual and arrive early. Being prompt sets a positive tone and demonstrates your professionalism.Volunteer to Play a Role: Offer to take on a specific meeting role, such as timekeeper, action log keeper, and/or note-taker. Taking the initiative showcases your dedication to meeting success and helps keep everyone on track.Actively Engage: Speak up and share your insights, ideas, and feedback during discussions. Share appreciation for the helpful actions and positive interventions of others. Engage in active dialogue and build upon the contributions of your meeting colleagues. Your engagement will foster a collaborative atmosphere in the meeting.Role Model Listening, Recapping, and Paraphrasing: Demonstrate attention by listening without interrupting others. Be curious about ideas, concerns, and suggestions emerging. Recap and paraphrase what others have said to ensure understanding and promote clarity. Role modeling these techniques will improve the quality of the group conversation.Be Succinct When You Share: Respect others’ time by being concise and to the point when sharing your thoughts or providing updates. Ask yourself, is what I am about to share necessary and relevant? This way, you can avoid taking the group on tangents or monopolizing the conversation. By delivering your message succinctly and thoughtfully, you help conversations be productive.Be Fully Present: Avoid the temptation of distractions and give your undivided attention, maintaining eye contact and positive body language throughout the meeting. Being fully present throughout the meeting will allow you to make better, more thoughtful interventions.Ask Questions: Shape alignment and understanding by asking clarifying or redirecting questions. Seek clarity when something is unclear or if you think more information is required. Asking redirection and clarification questions demonstrates your commitment to understanding and aligning with the meeting’s purpose.Don’t Sit Back and Watch: If the meeting veers off track or becomes unbalanced, share observations and suggest ways to refocus the discussion or involve others. Stepping in to help course correct when you notice something happening shows your dedication to ensuring a valuable use of everyone’s time and a positive working environment.Role Model Helpful Behaviors: Lead by example and model positive behaviors in meetings. Encourage participation, open communication, and inclusive interactions among all participants. By role modeling helpful behaviors, you encourage others to behave similarly.
By actively engaging, listening attentively, sharing insights, and supporting the meeting process, you can significantly impact the success of meetings, teams, and the organization as a whole. Being a good meeting participant allows you to be part of a meeting makeover and shape the meeting culture in your organization.
Becoming a skilled meeting participant is a valuable complement to being an effective meeting leader. To boost your meeting leadership craft, confidence, and toolkit, consider enrolling in the “Lead Meetings That Work” program. Embrace your role as both a meeting leader and participant to unlock the full potential of your meetings and drive new performance and positive change in your organization.
Remember, meetings’ success relies on everyone’s collective efforts. Let’s strive to be exceptional meeting participants, creating a collaborative, productive, and enjoyable meeting experience one meeting at a time.
