Thriving Back in the Office

Written By: Sandi MacCalla, Founder - LifeSkills Academy ~ 1/13/2024

Amplifying Your Voice in Meetings

As we navigate a return to in-office settings, effective communication in meetings has never been more important. Yet, many competent and dynamic professionals—particularly women—find themselves sidelined in high-level discussions. The issue isn't about competence; it's about strategy. Let’s explore practical steps to make your voice heard and your contributions count.

1. Power of the Pre- or Post-Meeting
   One key insight from senior executives is the value of informal conversations before and after meetings. Often, critical alliances and ideas take shape during casual exchanges. Arriving early/debriefing afterward fosters connecting with colleagues to provide clarity of the meeting’s real purpose and sets you up for success. These moments are opportunities to test ideas and build rapport—like “pre- or post-gaming” of the main event.
   
   
2. Prepare to Be Spontaneous
   While polished presentations have their place, mastering conversational contributions is essential. Prepare concise, impactful points in advance. These serve as discussion springboards or allow you to redirect conversations effectively with strategic questions like, “Have you considered…?” or “What if we explored…?”
   
   
3. Choose "Muscular" Language
   Assertive, active voice commands attention and respect in a fast-paced environment. Instead of hedging (“I think we could…”), opt for decisive phrasing (“We can…”). Take ownership of your ideas with confidence and clarity.
   
   
4. Maintain Composure Under Pressure
   Passion is a double-edged sword—too much is misconstrued as emotional, while too little may seem disengaged. Aim for a calm, steady tone, even in heated discussions. If challenged, view it as an intellectual exercise versus a personal attack. Compartmentalizing emotional reactions helps maintain focus and professionalism.
   
   
5. Cultivate Peer and Organizational Support
   While individual effort matters, organizational culture plays a significant role in enabling diverse voices to thrive. Leaders who encourage participation by directly inviting input, ensure balanced representation, while offering constructive feedback. A simple nudge, “What are your thoughts?”—goes a long way in fostering camaraderie.

Resources for Deeper Insights

Books and Guides

1. HBR Guide for Women at Work (Harvard Business Review)
   • Offers practical advice for overcoming workplace challenges, including making your voice heard in meetings.
     
     
2. Presence: Bringing Your Boldest Self to Your Biggest Challenges by Amy Cuddy
   • Focuses on building confidence and presence in high-pressure situations, such as executive meetings.

Articles

1. “Make Your Voice Heard in Meetings” (Harvard Business Review)
   • Detailed strategies for effective communication, particularly for women in male-focused settings.
     
     
2. “Women at Work Podcast Series” (Harvard Business Review)
   • Explores the nuanced challenges women face in the workplace with actionable insights from industry experts.

Workshops and Training

1. Toastmasters International - https://www.toastmasters.org/
   • Provides an environment to practice public speaking and build confidence for high-stakes meetings.
     
     
2. Lean In Circles - About Circles
   • Small peer groups where professionals can discuss challenges and share strategies to amplify their voices.

Tools and Techniques

1. Meeting Checklists (e.g., from Asana or Trello)
   • Help professionals prepare effectively for meetings, ensuring they are armed with data and strategic points.
     
     
2. Apps for Voice Analysis (e.g., Vocalytics)
   • Allow users to analyze and refine their tone, pacing, and authority when speaking.

Take Charge of Your Presence
Navigating meetings is an art, and honing your approach elevates your impact. Whether it’s by leveraging informal discussions, preparing for spontaneity, or advocating for support, each step builds confidence and influence. The time to claim your seat at the table is now—because your voice needs to be heard.

“Courage is what it takes to stand up and speak;
courage is also what it takes to sit down and listen.”
~ Winston Churchill

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