Meetings are most effective when everyone can contribute their opinion and advice to the common goal. For some people, speaking up during a meeting is never a problem. However, many people may feel uncomfortable making a statement during a session, and as a result, they don’t speak up. This behavior happens more during conference calls because it’s easy to overlook someone who isn’t speaking during the call. This situation is bad for everyone because the company may miss out on good ideas and quiet employees can’t make a good impression at meetings if they sit their silently. Here are four tips you can use to help you speak impactfully during a conference call or any other meeting.
Meeting planners often send out agendas before the meeting, so everyone knows what topics will be discussed. An agenda encourages meeting attendees to prepare materials related to that subject. Use the programme (program) to prepare any points you plan to make during the meeting and practice saying them aloud. This extra preparation helps in several ways. By practicing the things you plan to say, you can fine-tune the message, so it resonates with the audience. And the more you practice, the more confidence you will have to state your message clearly during the meetings. Try to practice the main points you want to make, and not create a script that you plan to read verbatim. This style of practice will make your responses more flexible and usable in more circumstances. Taking the time to practice your main points will help you during traditional meetings and virtual meetings, such as the one you can host with applications from the Conference Group.
To make the most significant impact when speaking during a meeting, you need to be prepared to respond to questions. When planning and practicing your main points, be sure to anticipate the questions the audience may ask you. No matter how good your original statement is, the impact is lost if you’re immediately stumped by a question from another person in the meeting. When anticipating questions, don’t just think about the easy-to-answer queries that may come your way. Be prepared to answer difficult questions and have a planned response for issues you know can’t be answered.
For conference calls, like those you can make using Together Talk Audio, the ambiance of the meeting is determined by the way people speak. For this reason, it’s vital to use the proper tone of voice when speaking to the group on a conference call. To speak impactfully, be sure to use a clear, pleasant tone of voice with plenty of volume and good enunciation. Talking in this way ensures you are heard accurately and that people are more receptive to what you have to say. One way to check your tone is to record yourself during practice or to obtain a recording from a conference call you were in recently. Evaluate the way you sound to notice if you seem happy or annoyed; enthusiastic or bored; helpful or impatient; and confident or shy. Honing your speaking style to improve on those areas will make you a more impactful speaker during conference calls.
During a conference call, the words you choose have greater significance because it’s the primary way you will be communicating during the call. This significance is why call leaders and meeting attendees need to plan and practice what they need to say. Avoid making ambiguous statements as well as slang and jargon. If you’re in on an international conference call, make sure you use words that your audience is likely to know. Good word selection also affects the tone of the meeting. For example, there are situations where using a passive voice can prevent statements from sounding accusatory. For example, instead of saying, “Since Brian didn’t finish his assignment…” you can say, “Since the assignment wasn’t completed on time…” which conveys the same information without throwing the employee under the bus. Choosing your words wisely can keep the tone of the meeting positive, inviting, and upbeat.
If you want to learn more ways to improve your conference calls and other virtual meetings, talk to a Meeting Specialist from the Conference Group. Our team can help you host more productive and cost-effective meetings.