How to be an Effective Meeting Participant
We spend most of our work days in meetings (whether or not we should be). Some days, it probably feels like you’re a professional meeting attendee rather than a professional in your respective field.
While it’s critical to address the issue of over-meeting culture, maximizing the value of the meetings we do attend is equally crucial. After all, meetings are an opportunity for brainstorming, gaining alignment, and making decisions.
Mastering the art of being an active and valuable meeting participant is not only critical for doing good work but also for driving your professional growth. With this goal in mind, here are some actionable steps you can take to ensure that every meeting you attend is a valuable use of your time:
1. Be Prepared: The success of a meeting largely hinges on the preparation done beforehand. As an attendee, coming into a meeting prepared to participate meaningfully is key. To do that you should:
Review the agenda (or ask for one if there’s no agenda): This is also a great time to double-check that your attendance is valuable to the meeting’s stated outcomes. No, this is not an excuse to decline every meeting invite, but it is a way to ensure you’re being thoughtful about how you spend your time at work. Knowing what’s on the agenda will allow you to understand where you can contribute through the meeting.
Understand the meeting objective: If it’s unclear from the agenda, ask the organizer about the goal of the meeting so you’re prepared to contribute towards that objective.
Review background materials: Don’t wait until the meeting to ask for context or background on a topic — you might be the only one who needs it and end up derailing the entire meeting. Instead, ask the organizer ahead of time. You’re allowed to come into the meeting with questions if you’ve done your homework first.
Know who’s in the room: This is especially true for meetings with external attendees. Spend a few minutes familiarizing yourself with names, faces, and roles. That will set you up better to collaborate.
2. Be an Active Listener: People notice if you’re paying attention. During meetings, make a conscious effort to listen attentively to what others are saying. In addition to a sign of respect for your colleagues, active listening will help you track the conversation and contribute thoughtfully.
That means putting your phone away or shutting your laptop. Think about the most effective leaders you’ve worked with: In a meeting, are they actively engaged in the discussion, or are they trying to parallel-track work on something else?
Active listening also means taking effective notes, especially on items relevant to you and your work. Having good notes will allow you to easily refer back to the conversation (rather than asking for information already discussed). It’s also important for tracking follow-ups and action items.
3. Participate Thoughtfully: Effective participation goes beyond speaking for the sake of speaking, it's about adding value to the conversation. Identify (with active listening!) where you can constructively share your insights, ideas, and opinions. Thoughtful participation also means being open to alternative viewpoints and collaborating with others.
But also be aware if you’re dominating a conversation — step back to make space for others, and be conscious about who is participating in a conversation to create equal opportunity for others. It’s okay to allow space for silence — sometimes people need a minute to think. You don’t have to fill the space just to fill it.
4. Nail the Follow-Up: Effective meeting participation doesn't end when the meeting ends. Be accountable for what was discussed: follow up on action items and commitments you make. That helps ensure the time you’re spending preparing and in the meetings is worth the investment.
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By implementing these tips, you can elevate your meeting participation skills and maximize your impact in any meeting setting. Remember, effective meetings are not just about attendance; they're about active engagement and meaningful contributions.