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You're having trouble getting your point across in meetings. How can you make sure your message is heard?

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As an office administrator, you have to communicate effectively with different stakeholders, from clients and vendors to managers and colleagues. But sometimes, you may feel like your voice is not being heard or valued in meetings, especially if you have to deal with complex or sensitive issues. How can you make sure your message is heard and understood by your audience, without sounding aggressive or defensive? Here are some tips to help you improve your communication skills in meetings.

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Salman Khan

Certified Lean Six Sigma White & Yellow Belt || Operations Team Lead || Ex - Assistant Manager || Ex - Branch Service…

1 Know your purpose

Before you attend or speak in a meeting, you should have a clear idea of what you want to achieve and why. What is the main point or goal of your message? How does it relate to the agenda or objectives of the meeting? How can you convey it in a concise and relevant way? Having a clear purpose will help you focus your message and avoid unnecessary details or tangents that may confuse or bore your audience.

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Salman Khan

Certified Lean Six Sigma White & Yellow Belt || Operations Team Lead || Ex - Assistant Manager || Ex - Branch Service Officer || Ex - Human Resources Coordinator || Follow for Posts About Leadership & Entrepreneurship
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There are three purposes for a message: inform, persuade or goodwill. The first purpose is to inform where a message can be used to communicate routine, repetitive, daily tasks, instructions, codes, steps and procedures in the workplace.

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Thiago Guimar?es

Assistente Administrativo| Departamento Pessoal| Gest?o de Pessoas| Recursos Humanos| Financeiro
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Requer prepara??o antecipada de forma que seja estruturado os argumentos a serem apresentados, se possível, exponha algumas informa??es aos demais envolvidos para que tenham ciência do seu planejamento de discuss?o. Tenha clareza na exposi??o e seja menos técnico, de forma a tornar o diálogo mais acessível. Sempre atento à escuta, considerando as contribui??es dos envolvidos. Evite interrup??es, mas n?o deixe sua oportunidade de fala passar.

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2 Prepare and practice

Once you have defined your purpose, you should prepare and practice your message. Depending on the type of meeting and the topic, you may need to do some research, gather some data, or create some visual aids to support your message. You should also anticipate possible questions or objections from your audience and prepare your responses. Practicing your message will help you improve your confidence, clarity, and delivery. You can practice alone, with a colleague, or with a friend, and ask for feedback on your content, tone, and body language.

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Salman Khan

Certified Lean Six Sigma White & Yellow Belt || Operations Team Lead || Ex - Assistant Manager || Ex - Branch Service Officer || Ex - Human Resources Coordinator || Follow for Posts About Leadership & Entrepreneurship
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Depending on the type of meeting and the topic, you may need to do some research, gather some data, or create some visual aids to support your message. You should also anticipate possible questions or objections from your audience and prepare your responses. Practicing your message will help you improve your confidence, clarity, and delivery.

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3 Engage your audience

When you deliver your message in a meeting, you should try to engage your audience and make them interested in what you have to say. You can do this by using storytelling techniques, such as setting the context, creating a conflict, and offering a resolution. You can also use rhetorical questions, examples, anecdotes, or humor to make your message more relatable and memorable. You should also use eye contact, gestures, and facial expressions to show your enthusiasm and sincerity.

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Salman Khan

Certified Lean Six Sigma White & Yellow Belt || Operations Team Lead || Ex - Assistant Manager || Ex - Branch Service Officer || Ex - Human Resources Coordinator || Follow for Posts About Leadership & Entrepreneurship
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Audience engagement is a group of people's active and positive response to a live presentation. When the presenter achieves to keep the audience's interest, attention, and participation during the presentation, audience engagement personifies.

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Roxana-Cristiana Nistor

Founder/President of Thinkstor Global Strategies I Leadership & Innovation I ConnectDavos.com I RAFA Secretary General I Finance I Branding I Digital Services I Business Development & Scale-up
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Active listening, asking questions and inviting feedback, make sure the conversation is two-sided and not a monologue. Summarize the points of the conversation and highlight takeaways. This will ensure participation and will clarify any confusion.

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4 Listen and respond

Communication is not a one-way street. You should also listen and respond to your audience's feedback, questions, or concerns. Listening shows that you respect and value their opinions and perspectives. It also helps you understand their needs, expectations, and emotions. Responding shows that you acknowledge and address their issues and provide solutions or alternatives. You should also use active listening skills, such as paraphrasing, summarizing, and asking clarifying questions, to ensure that you and your audience are on the same page.

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Salman Khan

Certified Lean Six Sigma White & Yellow Belt || Operations Team Lead || Ex - Assistant Manager || Ex - Branch Service Officer || Ex - Human Resources Coordinator || Follow for Posts About Leadership & Entrepreneurship
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Listening to reply is when you're more focused on what you're going to say next than on what the other person is saying. You may be thinking about how you're going to refute their point, or you may be thinking about what you're going to say to make yourself look good.

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5 Be assertive and respectful

Being assertive means that you express your message clearly, confidently, and respectfully, without being aggressive or passive. You should state your opinions, needs, and preferences in a positive and constructive way, without blaming, criticizing, or attacking others. You should also respect the opinions, needs, and preferences of others, without agreeing, apologizing, or compromising your own. You should use assertive language, such as "I think", "I feel", "I prefer", rather than "You should", "You must", "You are wrong".

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Salman Khan

Certified Lean Six Sigma White & Yellow Belt || Operations Team Lead || Ex - Assistant Manager || Ex - Branch Service Officer || Ex - Human Resources Coordinator || Follow for Posts About Leadership & Entrepreneurship
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You should state your opinions, needs, and preferences in a positive and constructive way, without blaming, criticizing, or attacking others. You should also respect the opinions, needs, and preferences of others, without agreeing, apologizing, or compromising your own. You should use assertive language, such as "I think", "I feel", "I prefer", rather than "You should", "You must", "You are wrong".

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6 Follow up

After the meeting, you should follow up with your audience to reinforce your message and ensure that they have understood and accepted it. You can do this by sending a summary of the main points, actions, and outcomes of the meeting, and asking for feedback or confirmation. You can also thank them for their participation, attention, and cooperation, and offer your support or assistance if needed. Following up shows that you are professional, reliable, and courteous, and that you care about the results of the meeting.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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You're having trouble getting your point across in meetings. How can you make sure your message is heard?

1

2

3

4

5

6

7

1 Know your purpose

2 Prepare and practice

3 Engage your audience

4 Listen and respond

5 Be assertive and respectful

6 Follow up

7 Here’s what else to consider

Office Administration

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You're having trouble getting your point across in meetings. How can you make sure your message is heard?

1

2

3

4

5

6

7

1 Know your purpose

2 Prepare and practice

3 Engage your audience

4 Listen and respond

5 Be assertive and respectful

6 Follow up

7 Here’s what else to consider

Office Administration

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