How to Speak Up in a Meeting (and When to Hold Back)

In many organizations, our leadership readiness is measured in part by what we say in meetings.  So says Allison Shapiro, who teaches “The Arts of Communication” at the Harvard Kennedy School.  Writing in the Harvard Business Review, she adds, “How we speak off the cuff can have a bigger impact on our career trajectory than our presentations or speeches, because every single day we have an opportunity to make an impact.”

Shapiro offers strategies for speaking up effectively:

• Prepare some bullet points in advance: Don’t wait for inspiration to hit in a meeting. Come prepared. (We recommend using our PRES model, focusing on a brief point, reason, example, and summary). 
• Ask “Why you?”: Why do you care about this agenda topic, your organization, and your role? Answering this question helps you connect your input with a sense of purpose.
• Pause and breathe:  This will help center you and strengthen your voice so that you can speak with courage and clarity.

And she also offers advice for when to hold back: 

• If you're trying to show off:  If you are speaking up just to show how much you know, without adding any new ideas of merit, restrain yourself and let the meeting run its course.
• If your comment would be better in a one-on-one conversation: So many sensitive conversations within an organization can be advanced by speaking privately to someone — in person if possible — rather than addressing the issue in a group where the person might feel embarrassed and defensive.
• If you are trying to empower others on your team: Don't become a crutch for others. Let members of your team speak up in order to build their own relationships of trust.

What are your criteria for when you should and should not speak up in a meeting? To join the conversation, click "comments" above.

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