Communication skills are essential for effective and productive face-to-face meetings. Whether you are a leader, a team member, or a client, you need to communicate clearly, confidently, and respectfully to achieve your goals and build trust. In this article, you will learn how to improve your communication skills in face-to-face meetings by following six simple tips.
Before you attend a face-to-face meeting, make sure you have a clear purpose and agenda. Research the background, context, and expectations of the meeting and the participants. Prepare your main points, questions, and supporting materials. Anticipate possible challenges, objections, or feedback and plan your responses. By preparing in advance, you will feel more confident, focused, and ready to communicate effectively.
If you are new to interviews, I would recommend, first start practicing by talking to yourself in the mirror, or talk to a friend, assuming s/he is the interviewer. I have seen a lot of candidates have knowledge, but during a face-to-face interview, they are unable to answer questions because of nervousness. And it's normal to feel tensed before an interview, more so if you are starting. Of course making notes, jotting important points, questions, a short introduction about yourself, your skills, knowledge of the company whose interview you are appearing for are important, but that's for every interview you'll ever give. If you are a newbie, I would recommend practicing speaking to get used to sounding confident in the interview.
During the meeting, pay attention to what others are saying and show interest and respect. Listen actively by using verbal and non-verbal cues, such as nodding, smiling, or asking questions. Avoid interrupting, judging, or jumping to conclusions. Try to understand the perspectives, emotions, and needs of the speakers. By listening actively, you will demonstrate empathy, rapport, and openness to feedback.
An interview is a conversation between two or more people. So, even though answering questions is important, being an active listener is equally important. When you listen to the interviewer's questions and viewpoints, you not only gain more insight into what you can add to your next answer or come up with some value addition to the conversation by showcasing your expertise in the field. Your interviewer or interviewers must notice your active interest in the interview process. Just sitting without any facial and non-verbal expressions gives a very negative impression and is akin to disinterest. Most importantly, maintain an eye-contact with the interview board or the interviewer.
When it is your turn to speak, express your ideas and opinions clearly and concisely. Use simple and direct language, avoid jargon and filler words, and adjust your tone and volume to suit the situation. Structure your speech with an introduction, a body, and a conclusion. Use examples, stories, or data to support your points. By speaking clearly, you will convey your message and value proposition effectively.
Clear and concise language is massively helpful in meetings. However, it is also important to be polite and often I find that being personable rather than forceful gets things done more efficiently as it creates a better cohesion between teams.
Asking questions is a powerful communication skill that can help you clarify, explore, or challenge the information presented in the meeting. Ask open-ended questions that invite elaboration, such as "How did you come up with this solution?" or "What are the benefits of this approach?" Ask closed-ended questions that require a specific answer, such as "When do you need this report?" or "Who is responsible for this task?" By asking questions, you will enhance your understanding and engagement.
Consider your interviewer as your audience, and you, the speaker. Now, what would you do to make the audience feel included, heard and understood? Ask questions. The same analogy applies here. Your interviewer is after all a person. And if you ask questions about the company, what was the idea behind the company, how the company works, you can connect with the interviewer on an emotional level and build rapport. Asking questions also shows your interest in being a part of the company. So this is a win-win situation for both you and your interviewer.
Giving feedback is another important communication skill that can help you improve the quality and outcome of the meeting. Give constructive feedback that is specific, timely, and relevant. Focus on the behavior, not the person, and use the sandwich method: start with a positive comment, then state the area of improvement, and end with a positive comment. Give positive feedback that is sincere, specific, and meaningful. By giving feedback, you will foster collaboration and improvement.
After the meeting, follow up with the participants to reinforce the key points, actions, and decisions. Send a summary email that highlights the main outcomes, next steps, and deadlines. Thank the participants for their contributions and feedback. Ask for their feedback on the meeting and how to improve it in the future. By following up, you will ensure accountability and alignment.
Remember to have confidence in yourself. You know what you're talking about. If you trust yourself and the content, that is key to a successful presentation!
With many “face to face” meetings still happening via videoconferencing, it’s a good idea to equip yourself with virtual communication best practices. In general, I like to leave my camera on the entire time. In smaller or 1:1 meetings, I do more than I ordinarily would to demonstrate that I’m listening. I nod more often, avoid double tasking and explain what I’m looking at and why if I need to focus on another screen. Studies reveal that people unconsciously trust you more when you don’t use a filter or digital background. I keep my workspace tidy and well-lit. Finally, make ample use of the react and chat features to demonstrate engagement and contribute without interrupting. I wish I could use these IRL!