Speaking Up in Meetings – Instructions & Examples

Speaking Up in Meetings

Speaking up in meetings is a key skill in improving your overall business communications skills.

Speaking Up Type 1 – Ask a Question

Asking a question is an easy way to speak up. With any question you ask, it’s important to share (say) a precursor to join the conversation. Below are three types of questions you can ask plus examples of how to ask each.

1. Clarification questions: Listen to the discussion and ask a question to clarify something specific about what was just said. This clarifies your understanding and may even help others who have the same questions.
   Examples: “That was an interesting point. Do you mind clarifying what xyz refers to? I just want to make sure I understand. When you say xyz, do you mean xyzz?”
2. Next step questions: This is to make sure you understand all the next steps agreed upon in the meeting. Many people appreciate someone asking this question. It helps everyone to leave the meeting on the same page.
   Examples: “This was a great discussion. What do you recommend for our next steps? I really appreciate you taking the time to discuss xyz. What do you need me to do next? I understand that the key thing you need from me is xyz. Did I understand this correctly? When do you need it?”
3. Probing questions: If someone just said something that you may disagree with, instead of disagreeing — which appears confrontational — ask a probing question highlighting your concerns.
   Example: “I can see where you’re headed with this idea. Are you thinking we need to be concerned about xyz (e.g., risk, privacy, timing)?”

Speaking Up Type 2 – Answer a Question

The next best way to speak up easily is to answer a question that is posed to the whole group. For example, someone can say during the discussion, “Does anyone know if Project X is delivered yet? Our effort depends on its completion.”

As long as you know something about Project X, you can answer this question. For example:

• Communicate what you know: “I heard it’s targeted for May completion. I heard it was complete.”
• Offer to find out and get back to the group: “I know the project manager on that project. I’ll reach out to him to confirm, and then I’ll email everyone with the status of the project.”

While finding out about this project status is not in your job description, this type of speaking up shows initiative and helps everyone.

Speaking Up Type 3 – Share a Finding

This type of speaking up requires some preparation. Here’s how to speak up by sharing a finding:

• Prior to the group meeting, review the meeting objectives and think about what part of your work may be related. Review your work and prepare some speaking points that may become relevant.
• In the group meeting, listen to the discussion and find an opportunity to share an insight from your work that helps the discussion.
• Examples: Given an intro like, “Since we’re talking about xyz, I want to share something I’ve been working on that may help…” Or, launch directly into your finding saying, “I’ve been working on xyz and so far I’ve learned …” Then say why you think your work is connected to what’s been discussed.

These are just three ways you can practice speaking up today!

As repetition is the mother of all skills, repeat this workout every week and at every group setting. You’ll develop this skill over time. I still feel nervous when I speak up in a new group setting. This feeling doesn’t go away. Now, however, I have the tools to know what to do, in spite of feeling nervous.