Meetings are a part of our jobs. You might have meetings with just your boss. You could also have meetings with a team to talk about projects or problems. Sometimes, big meetings happen with the whole company. When you are new, these meetings can be confusing. Here are some tips to help you have a good and useful time at meetings:

1. Be ready

   A meeting invitation usually tells you the reason for the meeting and the topics to talk about. It may also say who will be there and what you need to do.

   You might need to share information, give ideas, or learn about new things. If you don’t understand the meeting or your part in it, ask the person who set it up. If you need to share information, make a handout for everyone. It should have the main points you want to talk about.

Have you heard about the 3-30-3 Model?
This model helps you make a plan for a presentation. It asks you to think about these questions: CLARITY – If I only had 3 seconds to speak, what would I say? COHERENCE – If I had another 30 seconds, what points support the main point? CONCISENESS – If I had an extra 3 minutes, how would I expand each point?

2. Pay attention

   Arrive on time (5-10 minutes early is best). If there’s time, say hello to the others. Small talk is expected while you wait for everyone to arrive. Watch this video about Pre-meeting Small Talk, a Cross-cultural Teamwork training video by TRIEC (on Vimeo) to learn more. Turn off your phone so you can focus on the meeting. Listen when someone is talking and don’t interrupt. Watch your body language. Smile and nod to show you are listening. Don’t look bored or talk to others during the meeting. Most importantly, don’t fall asleep!

3. Write notes

   Write down important things like agreements, deadlines, and questions. This will help you remember what was talked about. Bring a calendar and appointment book to help with planning.

4. Take part and stay focused

   Give suggestions, ask questions, and share your thoughts when it’s right. But don’t talk too much or go off-topic. If you are prepared, it will be easier to join in. Be confident, but not pushy. Asking questions can help find things that were missed. If you don’t have anything new to say, you can still say “great meeting” or “good talk” to show you understood.

5. Go over the topics

   At the end of the meeting, look at the list of topics. If something important to you wasn’t talked about, ask about it. Make sure you know what to do next. If you have a job to do, check that you understand it and know the deadlines.

Meetings are a good chance to show your skills to your boss and co-workers. If you are ready, you can show that you are a helpful part of the team.
 
Article updated June 6, 2023.