Nonverbal Communication for Success in a Meeting
Meetings have become the bane of many professionals’ existence. There are too many of them, they often do not seem to have a point, and when they do not have a point, the prevent people from being productive with their time. But they are still an important opportunity to show value in the workplace.
We have explored the reasons to master nonverbal communication, the fundamentals, and how to nail the interview.
From the moment you enter a meeting room, your nonverbal cues are working for or against you in concert with your spoken words. Let's explore strategies of nonverbal communication to ensure you leave the impression you want in every workplace meeting.
Preparation
Before stepping into a meeting, take a moment to recalibrate your emotional state. As we bounce from meeting to email to meeting, it is important to take a breath and recompose yourself for the next. Entering a new atmosphere with a composed demeanor is vital. This practice signals your ability to manage pressure and workload effectively, contributing to an appearance of professionalism.
Take a few minutes in advance of your meeting to relax and refocus, take a couple of deep breaths, and also think through the meeting. Write down any key points you want to highlight or any questions you have about the subject. Preparation breeds confidence, and your goal in the workplace meeting is to come across as engaged and confident in your work.
Dress the Part
Your attire speaks volumes about your confidence and respect for the occasion. Strive for a balance between appearing well-dressed and avoiding the trap of being overdressed. Don’t outshine the boss. Opt for attire that is appropriate for the context and temperature, allowing you to stay comfortable and focused throughout the discussion.
Color psychology plays a role on your perception. Choose colors that convey confidence and trust, such as navy blue, dark gray, and deep green. These shades emanate a sense of reliability and poise. Additionally, earth tones can exude warmth and credibility, while black adds a touch of power if the situation demands it.
Seating Strategy
The seats in the middle are in a good position. Closer to the head of the table if you plan to play an active role in the meeting.
Whether you are leading the meeting or participating, seating arrangements matter. If you are running the meeting, embrace that role and sit at the head of the table. Assuming you are a participant though, look for a spot in the middle or closer to the head of the table. This will allow you to be engaged with the person running the meeting as well as to open up to others as they enter the discussion.
Do not sit directly across from the boss. Being opposite of anyone will bring an underlying sense of confrontation to the dynamic. Keep that in mind wherever you sit, and make sure you are sitting in a non-confrontational position against the boss to ensure you are received as a constructive part of the conversation.
Body Language
Proper posture is important at the meeting table. You are striking a balance between a totally confident posture, which might be relaxed and laid back in your seat, and someone who is actively engaged. Engaged would be leaned forward on the table. You want to be alert and upright to strike the balance of confident, engaged, but not pressing or stressing. You can strategically lean in when key points are being made or when mirroring (see below).
Eliminate fidgets. They are distracting and make it appear like you are uneasy with what’s being discussed. Put your phone down. Looking at your phone during a meeting conveys that you would rather be somewhere else. No one buys that you are so busy you have to check your email throughout the meeting. Notice that the boss, who is busier than you, can somehow make it through a meeting without stopping to look at their phone throughout.
Show your hands and gesture appropriately. Showing your hands develops trust. But be mindful of excessiveness. Subtle gestures can emphasize your points effectively. Avoid pointing, as it can trigger defensiveness, and instead use open-palm gestures to demonstrate receptivity and active listening.
Maintain consistent eye contact with both the speaker and the leader to demonstrate your attentiveness and interest. Smiling is a powerful tool, but ensure it is appropriate for the context. Genuine laughter is encouraged, but excessive smiling can undermine the seriousness of the discussion.
Strategic Mirroring
There would be less rapport if the woman in blue were leaned back in her chair.
Mirroring others' body language establishes rapport and connection. When appropriately applied, mirroring demonstrates alignment and collaboration. However, moderation is key to avoid appearing insincere or overly enthusiastic. If the boss is leaned in an engaged to make a point, lean in a little to show you are on the same page.
Conversely, if someone is using closed body language like crossed arms and distance from the table, this shows they are not comfortable and not open to what is being discussed. Do not mimic this but try to break it up. Hand them a pen or pass them something. Give them a bottle of water. Get them out of the closed position to be more receptive to the points you are trying to make.
Active Listening and Speaking Less
Embrace the role of an active listener in meetings. Speaking less but contributing meaningful insights demonstrates your ability to synthesize information and offer impactful contributions.
Your goal is not to be the one who speaks the most. That comes across poorly unless people are specifically asking you for your insights and opinions. You want to be the person that speaks less but where every word you choose to use is impactful.
This is accomplished by actively listening to the whole conversation, not just when the boss speaks, and tying various points together into your contribution. Think how much this sets you apart from those who are fidgeting or looking at their phones while the boss is talking. You are communicating immense value with this practice and ensuring that the boss and the team leaves the room knowing you are on top of things.
Speaking slowly and with a deeper tone reinforces your confidence and credibility. Your voice tone will naturally lower with an upright posture and relaxed shoulders.
Efficient and Respectful Participation
Be an effective meeting participant. Meetings should be purposeful and efficient. Show respect for others' time by arriving prepared and leaving promptly. Engage in discussions thoughtfully, contributing value without monopolizing the conversation. Do not make meetings take longer than needed. You do not know what other people have on their plate.
Show up prepared, on time, and ready to leave when the meeting concludes.
Conclusion: Mastering the Art of Effective Meetings
Nonverbal communication holds the key to making your mark in business meetings. By consciously refining your posture, gestures, eye contact, and overall presence, you can elevate your influence and effectiveness. The harmony between verbal and nonverbal cues will set you apart as a thoughtful and impactful participant, shaping a more productive and meaningful meeting culture.