Meetings

 

By Laura McLouglin 

Though wary of the limelight, introverts have never been so widely acknowledged as they are now. Since Susan Cain first brought the strengths and advantages of introversion in a noisy world with her bestselling book and viral Ted Talk in 2012, there have been countless studies into how this section of our population works.

Despite this, few industries truly value the introvert. Introverted CEOs may be statistically more successful, but are greatly underrepresented in leadership positions. And while introverted professionals may be equally or more skilled to their extroverted colleagues, it is the extroverts who consistently earn more.  Even the way the modern office works – open plan designs, frequent group brainstorming – makes it difficult for more reserved, thoughtful individuals to thrive.

This makes it especially important for introverts to be aware of their weaknesses, and turn them to strengths during these uncomfortable situations. Sitting out should be an option, regardless of how the playing field is tilted.

We’ve got five go-to tips for making sure that your introverted self is well-prepared for those situations when you may find yourself feeling a bit stretched as an introvert.

1. Prepare

Introverts work best when they have had time to process their thoughts. That means that when colleagues are passing half-formed ideas back and forth across the meeting room table with ease, you may find that you are unusually quiet.

Combat this problem by taking the time to plan ahead.

Before any meeting, use a notebook to outline what you want to achieve during your conversation. This can be as in depth as deciding on a solution for a long term problem, or as brief as remembering to ask a particular question. You may want to also pre-empt how your colleagues will reply, and think of answers to those imagined questions, too.

Jot it all down, with any research or key figures you may want to call upon, and then keep your notebook close during the meeting, too. This will help to keep you focused, and to prompt you to contribute, and to feel more confident in doing so.

2. Speak first

The beginning of a meeting can often be the best moment to share.

With the rest of your team still getting settled and warming up their brains, it’s unlikely you will have to fight to get a word in or worry about being interrupted, and you will have also pointed the conversation in a direction you have already prepared for. Then, when additional comments and questions are thrown into the mix, you will have already processed your thoughts on the topic at hand, and you’ll be able to answer more readily.

Speaking first, also, allows you to reflect more during the remainder of the meeting, as you will have made your mark with your opening words.

3. Ask questions instead of making statements

If you feel that direct statements and comments are too confrontational, you might consider getting your point across in a softer manner. Try posing your idea as a question instead, such as:

Have we already thought about extending our Christmas promotions?

Does anyone else think that the new design might be too off-brand?

It may not be the most direct way of making sure your voice is heard, but if it means that you speak up instead of staying silent, it’s a tactic worth considering.

4. Use a notebook

We’ve already touched on how you might use your notebook to prepare for a meeting, but it’s also worth having throughout a meeting. Instead of becoming frazzled with the quick conversation, channel your energy by jotting down the ideas and thoughts you hear from your colleagues. Many of us process information better when we are writing by hand, and slowing down the situation should help your introverted mind, too.

As an introvert, it can be difficult to do your best thinking in these types of loud or stimulating situations, but writing is said to help us focus better. This means less time being distracted and overwhelmed, and more time putting your mind to the task at hand.

Even if you do not get your point across this time, using a notebook means that you have the benefit of having a record of thoughts to review before your next meeting and make a point of voicing them early on.

5. Be reflective

Introverts are known for their thoughtfulness and keen reflective abilities, so bring that strength to the meeting room. As ideas are tossed out and different players offer their own take on the subject at hand, bring the conversation together, or better yet, pick out the elements you can see are missing.

Do you think we could bring those two solutions together?

We’ve talked a lot about our Facebook pages, but have we considered what’s happening on our Instagram?

I think we can all agree the limited budget is an issue, but what can we do about it?

When it comes to the workplace, forget the idea that introversion is a weakness. Rather, allow yourself to be pushed out of your comfort zone and influence the meeting room in a way which is uniquely you, introversion included. After all, big voices aren’t always the right voices, and the quieter ones are no less essential to the betterment of a company.

 

Laura McLoughlin is a self-confessed introvert, commonly mistaken for an extrovert. Having worked as a children’s entertainer, face painter, web editor and PR, she can understand the confusion. She now writes for My Own Stationery.

How many meetings do you go to in a month, week or even each day?

And how many of those are a joy to attend?

A really valuable use of your time? Where you feel that the organizer is well prepared and put some thought into the time they have asked you to devote to the meeting?

I’m guessing not all of them? In fact, I’ll say it’s likely to be very few of them? (Sad but probably true!)

Based on the general feedback about meetings – many are if not unorganized and a waste of time, at least considered to be not as useful and productive as they could be. (I’m being nice ‘meetings bloody meetings’ is a well searched term in Google – if that gives you any indication how people feel about them!)

Someone decides it’s a good idea to have a weekly meeting and everyone just rolls up. If there ever was a real purpose to the meeting it’s been long forgotten but the meeting is still scheduled as a “catch up”. And no one has put any time into preparation. Or someone wants an issue discussed so they invite everyone and anyone to attend and waste a lot of people’s time.

When it’s you who is responsible for setting up or running a meeting – you have the power to change all that! One of the ways you can do that is to have an agenda. It seems pretty basic…but how many meetings do you go to where there is not one?

Career Tip To Go: Prepare an agenda!

An agenda can make a real difference to how effective a meeting is and how people view you and your level of professionalism.

A meeting agenda should be sent in advance. You’re not holding a surprise party – it is a useful reminder about where the meeting is to be held, who will be there, when and for how long. More importantly though, it sets very clear expectations about the topic that is to be covered and what is expected to be achieved in this time. And provides notice about any preparation that needs to be done in advance.

Not only does this help others prepare for the meeting, it positively influences the perceptions about the meeting and the person responsible; you! The level of preparation you do for a meeting and how this demonstrates your understanding of the issues that are to be discussed and your respect for the time of the participants are all indicators of the likely value of the meeting and impact your credibility. (As well as helping you have a worthwhile meeting this seems like a pretty good reason to spend time on an agenda).

Even if there’s only a few people attending, it’s well worth the investment of a few minutes to prepare an agenda in advance, as opposed to scribbling something down as you walk into the room – or worse yet when you sit down at a table with a whole lot of expectant faces looking at you to lead off the discussion. (Yes guilty as charged I have done this when I’ve been busy and it never goes well!).

So with this in mind, here are some items to include on a meeting agenda:

What to include

Logistics 

Include the:

• date
• time
• length of meeting
• location, telephone and video link details
• who will be attending – make sure you spell all names correctly (they won’t read anything else on there if you don’t!)
• titles of participants – unless people work in the same immediate team, include the titles of people attending on the agenda. This helps other participants know who is attending and can also provide indications of the seniority level of attendees and the breadth of issues being covered. It will help others prepare – reminder, it’s not a surprise party.

Agenda Items

The agenda items should cover:

• each topic to be discussed
• how long each item has been allocated for discussion
• who is speaking or leading the discussion
• any outcomes / decisions that are required on the day.

Deciding on agenda items

As well as your own objectives for the meeting or the obvious items that need to be included – think about what other people’s expectations for the meeting are and what topics that they might think need to be included.

Another great tactic is to ask people what they want included (saves guessing!) This is particularly important if there are people more senior in the ranks, or representatives from another company or department who will be attending the meeting. Or people from your team who don’t get the purpose of the meeting. This gives you a chance to explain.

People like being asked. They feel respected. Which is a great way for people to feel when they come to your meeting. It will help it be productive. And you’ll find out topics that need to be included. It might be a little bit 1990’s retro but this really is a win – win situation!

Send the agenda in advance

It’s common courtesy to let people know if they have an item to talk to or something they need to bring to the meeting before the meeting. This is stakeholder engagement 101 – let people know what is required of them before they get there. It gives them time to prepare and also for you to confirm that they will be able to deliver what you need. Otherwise, you might very well find yourself with a very big black hole in your agenda…or find out that the objectives of the meeting can’t be met. (It can save both you and others from wasting time and from potential embarrassment!)

Depending on the size, importance and frequency of the meeting consider how far in advance you need to send the agenda out to allow people sufficient time to prepare. At a bare minimum for a regular meeting it should go out the day before so that people have time to read, reflect and complete any preparation that is required. For a one-off or high level meeting it may need to go out several weeks in advance.

BONUS MEETING TIP: CAREER TIPS TO GO ON YOUTUBE

When will you find the time?

When you send out an invite for people to attend the meeting, work out when you are going to prepare the agenda and book that time in your diary at the same time. If it doesn’t take as long as you think…bingo you have some extra time in your day. If you don”t allocate that time how will you remember you need to do it? And with you diary no doubt filling up with meeting requests from others…where will you find the time?

These are simple and basic tips for meeting agendas but people don’t always do them.

When you do it will help you have better meetings and reflect well on your personal operating style and professional reputation.

Others will remember when you demonstrate that you value their time, are organized and run a good meeting.

Prepare an agenda and you and your meeting will be good to go!

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