TRAINING & EDUCATION
Frank Newberry
Survival and Success at Work Meetings In Part 1 of this article, Turfcare Sector Trainer and Conference Speaker Frank Newberry offered advice on making a good impression, dealing with our fears and preparing thoroughly. In Part 2, Frank suggests what to say and when to say it at a work meeting
Part 2: What to say and when to say it Assuming, for the moment, that this is your first meeting - what to say first? Well, if you do not know exactly when it is your turn to speak, always be prepared to say something positive at the start of your comments. For example, I find it helps if you thank the meeting leader or Chair and indicate that ‘it is great to be with you today’. If people do not know you, it might help to introduce yourself. I find, in these situations, it is best to start off speaking slightly slower than in your normal conversation. It indicates a serious intent on your part and people can tune their hearing to your accent and volume. It also sounds rather professional to pay tribute to a previous speaker (whether you agree with the person or not). You might say ‘I would like to build on what Jo just said’. This technique could help you to build important alliances. If there are people from different departments, please keep your use of technical terms to a minimum and try to use their vocabulary (not your own). If you have to use technical terms, then offer to give an explanation and an indication of the importance of the issue to your work. Concisely cover the ground you have agreed with your boss (and the Chair) and stick to your item(s) on the meeting agenda. Say what you can do, before you say what you cannot do, When people in the meeting make requests of you or your department, always say what
126
PC August/September 2021
you can do, before you say what you cannot do, then repeat what you can do. Strive to end each contribution you make in a positive way. You will then come across to others as a ‘can do’ rather than a ‘can’t do’ person. This might reflect well on you and your department. Be specific and you will sound sincere when praising and thanking people. Avoid general statements like ‘that’s great’. Use specific statements like ‘it was great to get that customer feedback from you, much appreciated’. One persuasive technique is to say what you have to say using ‘triples’. A triple might be as
”
Be specific and you will sound sincere when praising and thanking people. Avoid general statements like ‘that’s great’. Use specific statements like ‘it was great to get that customer feedback from you, much appreciated’
simple as concisely saying three things in support of your position on a particular matter, or answering questions with three points, or concluding your remarks with three points of emphasis. There is evidence to suggest that, when we use a ‘triple’ in a statement, the listeners seem to feel more satisfied that you have thought things through, whereas just one point has to be perfect and could be seen as being right or wrong by some listeners. Two points are maybe not quite enough to persuade, and four points might be too many for any of them to be memorable. The three points you make might be just right for you in a meeting setting. When to say it When should you speak? When invited to by the Chair, even if others are talking but not waiting their turn to speak. Maintain eye contact with the Chair when there are silences and when more than one person is speaking at a time. This will build the Chair’s confidence in you as being someone who values orderly meetings. Always speak ‘through the Chair’ (starting with ‘I agree Chairman, or ‘thank you Chair’ etc.) rather like MPs do with ‘Mr Speaker’ in parliamentary debates and Prime Minister’s Questions (PMQs). If you are not invited to speak, but you want to say something, then put your hand up (to about head height) and wait patiently keeping your hand up. Start when there is a gap in the debate or an unexpected silence.
