Tips to have an effective participation in meetings — Marco Gamboa Naranjo

Becoming a skilled meeting planner and conductor (that is, meeting manager) is a prerequisite for managerial and organizational effectiveness. The role of the administrator is critical to the success of any group activity. However, meeting participants are also responsible for the effectiveness of the meeting.

The best meetings are those where administrators and other participants assume some responsibility for the leadership of the meeting. That is why here are 8 tips for effective participation in meetings.

1. Prepare yourself. Familiarize yourself with the agenda and prepare any reports or information that will help others understand the issues. Be prepared with questions to help you understand the topics.
2. Don’t be afraid to Ask. Ask for clarification about any points that are imprecise or ambiguous. You will often find that the other participants have the same questions but they were too shy to ask them.
3. To the point. When giving information, be precise and to the point. Don’t bore others with anecdotes and details that add little to your contribution.
4. Listen. Maintain eye contact with whoever is speaking, and try to discover the underlying ideas behind the comments. Be sensitive to the effect your non-verbal behavior has on speakers, such as moving in your seat, drawing pictures, or reading.
5. Support the other team members. Follow the guidelines for supportive communication, acknowledge and build on the comments of others.
6. Ensure equitable participation. Take the lead by engaging others so that everyone’s talents are used. This is especially important if you know essential information from specific points of view that are not included in the discussion. This could be rectified by encouraging those who rarely participate.
7. Make disagreements principled. If it is necessary to disagree or question the comments of others, base your comments on common principles or values.
8. Work toward group goals. Act and react in a way that improves the performance of the group. Put your personal agendas out and work toward group goals.