#28 The Speak-Up-In-Meetings Playbook

Do you hesitate to speak up in meetings, worrying that your ideas aren’t valuable enough or that it’s not the right moment? In this episode of Wise Women’s Workplace, we tackle the challenge of finding your voice in workplace discussions. Learn how to confidently share your insights, navigate the flow of conversations, and contribute meaningfully without second-guessing yourself. Whether you’re struggling with timing, fear of judgment, or simply unsure how to jump in, this episode will provide actionable strategies to help you make your voice heard and show your value in every meeting. Don’t miss out on mastering this essential skill!

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Transcript

Hello, and welcome back to Wise Women’s Workplace! I’m your host, Anita Belitz, and today we’re diving into speaking up in meetings. Specifically, how to make sure your voice is heard and your ideas are taken seriously.

Have you ever sat in a meeting, thinking of something important to say, but hesitated because you weren’t sure if it was the right moment or if what you had to say was valuable enough or even that you would break the flow of the meeting? Maybe you’ve felt like if you spoke up, you’d say the wrong thing, or worse—that no one would even listen.

Here’s the truth: speaking up matters. Meetings are your opportunity to showcase your value, and speaking up allows you to contribute your insights and be part of important conversations. During this episode I’ll share some practical strategies to help you feel more confident about speaking up in meetings—without second-guessing yourself.

First important point: Preparation is Key
If you want to feel more confident about speaking up in meetings, then preparation is key! When you’re well-prepared, you’re less likely to second-guess yourself or feel like you’re going to say the wrong thing.

Before the meeting, take a few minutes to review the agenda or try to anticipate the topics that will be discussed. Think about things like where your expertise or insights could add value or where you may have questions: 

• Think about how your job responsibilities impact different projects and how the projects may impact your responsibility area. 
• Jot down a few key points or questions you’d like to bring up. A good place to start is the WHO/WHAT/WHERE/WHEN/HOW/WHY questions. Going through and asking yourself pragmatic questions like this should help you determine important questions to ask about. This doesn’t mean scripting everything out—just having a mental or physical note of what you might contribute or ask. 
• Also, make sure if you have any statistics that are useful that you bring them along. You should be tracking statistics each week anyway. They help you know how you’re progressing and allows you to make observations that are useful to improving processes or to identify potential issues before things get too difficult.
• Having a suggestion ready is always a good idea because people like solutions, not problems. And in that same vein of not liking to hear problems, make sure when you bring up any potential issues, that you are doing it in a way which seems constructive.  

Example:
Let’s say you’re going into a meeting about a new project. You might prepare by thinking about past projects and how certain strategies worked or didn’t work. Maybe something didn’t go as smoothly as it could have. If you have data or insights to share, make sure they’re readily available so you can refer to them.

Why it works:
Preparation gives you a foundation of confidence. When you’ve already thought about what you’re going to say, it’s much easier to jump into the conversation when the time comes. And it’s important to be proactive on this because sometimes these discussions move quickly and decisions are taken on the spot, so you want to be ready!

Action Step:
To get started, spend 10 minutes before your next meeting reviewing the agenda and writing down 2-3 points you want to contribute or ask about. This will help you feel more prepared and ready to speak up.

Second key point: Timing and Delivery Matter
The second step is all about timing and delivery. Knowing when and how to speak up in a meeting is just as important as what you’re saying.

Timing:
Pay attention to the flow of the conversation. If someone is in the middle of presenting an idea, don’t jump in right away. Wait for a natural pause or an opening. One effective way to ease into the conversation is by building off what someone else has said. For example, you might say, “I’d like to add to what Sarah mentioned about the project timeline. One way we could streamline that process is by…” 

When you have something to say and are having a hard time interrupting, sometimes you can wave the pen in your hand a bit like as if you were raising your hand. It may sound a little silly but I worked with a bank president who did this all the time. He would even wiggle the pen faster when he was getting impatient that the person didn’t stop and ask if he had a question. A bit of a special technique but apparently one that worked for him. 

Delivery:
When it’s time to speak up, focus on being clear and concise. You don’t need to over-explain or justify your ideas—just state them confidently. More is not always better. Getting straight to the point is usually appreciated to keep things running. Avoid hedging your statements with phrases like, “I’m not sure if this is right, but…” or “This might be a bad idea, but…” Instead, try, “Based on my experience, I’d suggest we consider…” or “Based on what happened last time we did this, we should remember to take into consideration…”. 

And if someone reacts negatively to what you are suggesting, keep it neutral! Don’t get upset. They aren’t unhappy with you, but they may be unhappy with the suggestion. That’s OK. Maybe you have more information than they do or maybe they know something about it that you don’t. You should really do your best to not take it as a personal attack. I like the image of water running off a duck’s back - don’t let it get to you. 

Action Step:
Next time you’re in a meeting, practice jumping in when there’s a natural pause. If it feels uncomfortable, remember that it gets easier with practice. Start small—perhaps supporting a point someone else made — and work your way up to sharing your own ideas.

Third key point: Overcoming Fear of Judgment
The third key point is overcoming the fear of being judged or ignored. This is one of the biggest reasons people stay silent in meetings, but here’s the truth: your fear is often much greater than the reality.

What helps?
One way to overcome this fear is to reframe the situation. Instead of thinking, “What if I say something wrong?” think, “How can my input help move this conversation forward?” By focusing on the value you’re bringing, you take the focus off of yourself and put it on the contribution you’re making.

Remind yourself that not every idea has to be perfect. Sometimes, the value of speaking up isn’t about having the “best” idea, but about starting a conversation or offering a new perspective. This is where you have to work on your mindset and making sure you aren’t letting doubts or fears get the best of you! 

When shouldn’t you speak up? 

• Don’t speak up just to speak up. If you have nothing to say then you will feel awkward and people around you will likely be wondering why you spoke up. 
• When you are in a meeting as a support to your boss, you may want to check in with your boss before the meeting what the protocol is in that meeting. Many bosses will actually give you the opportunity to speak up if you let them know that you have statistics that can be helpful. They will sometimes speak up and then ask you to support them with the numbers, so this can be a convenient way to get some speaking experience.

Action Step:
Next time you feel anxious about speaking up, remind yourself that your voice matters. Even if your idea isn’t perfect, your input can spark valuable discussions and lead to better outcomes for the team.

Summary of Learning Points 

So remember, speaking up in meetings is about contributing your ideas and adding value to the conversation, not about perfection.

Here are the key points to remember:

1. Preparation is key: Spend a few minutes before the meeting thinking about where you can add value. Jot down key points or questions you’d like to raise, so you’re ready to speak when the time comes.
2. Timing and delivery matter: Pay attention to the flow of the conversation and jump in when there’s a natural pause. Be clear and concise when delivering your ideas, and avoid hedging your statements.
3. Overcome the fear of judgment: Reframe the situation by focusing on the value your contribution brings. Remember, your ideas don’t have to be perfect—they just have to add to the conversation.

By following these steps, you’ll be able to speak up more confidently in meetings, ensuring that your voice is heard and your ideas are valued. The more you practice these strategies, the easier it will become to contribute in meaningful ways without second-guessing yourself.

Wrap Up
I hope today’s episode has given you the tools to feel more confident about speaking up in meetings. Remember, meetings aren’t just about listening—they’re an opportunity for you to showcase your insights and contribute to important conversations. Your voice matters, and your input can help shape decisions that impact your team and organization.

This week, I encourage you to pick one upcoming meeting and commit to speaking up, even if it’s just to ask a question or add to someone else’s point. The more you practice, the more comfortable you’ll feel, and the easier it will become to share your ideas.

In next week’s episode, we’re tackling a crucial skill for professional growth: How to Handle Feedback Like a Pro: Turning Criticism into Growth. If you’ve ever felt uncomfortable receiving feedback, this episode will help you reframe criticism and use it to fuel your development. You won’t want to miss it!

As always, if you want a career and life that makes you happy, be mindful of what you’re doing and take deliberate actions every day. Don’t just survive—take steps to thrive! I look forward to speaking with you again soon. Until next time, may you be healthy, wealthy, and wise!