An introvert’s guide to speaking up in meetings
10 practical tips to getting heard in meetings
"You're doing great work. But you've got to share your ideas more openly in meetings," she said.
I was sitting across from my mentor/line manager and I knew this was coming. I was a few months into my job as an assistant professor and still finding my feet.
She and I both knew that speaking up in meetings didn’t come naturally to me - especially when the groups were big (and sadly, dominated by men). And I was beginning to realize that this discomfort came with a cost. It’s not just about speaking up - it’s about making sure I’m seen and valued. How many opportunities had I missed by not letting my voice be heard?
In this article, we’ll be discussing 9 practical ways to speak up in meetings. If you’re someone who struggles to raise your hand up and jump into group conversations, you’re not alone. It can be tough to find the right moment or feel confident enough to interject.
But speaking up in meetings can get you noticed at work, which in turn can lead to better projects and even promotions. The good news is that there are actionable and practical ways to develop this skill.
Before the meeting
(1) Refocus your priorities
One of the biggest blockers to speaking up in meetings is the fear of sounding silly, asking stupid questions, or making a point that (you think) isn’t valuable.
So, one of the first things to do is to shift from a focus on self-doubt to a focus on contribution. Rather than thinking ‘I don’t want to make a fool of myself’, try to find a way to add value - even if it’s just a tiny amount.
Reed Hastings, co-founder and CEO of Netflix, writes in his book No Rules Rules: *“*We now say that it is disloyal to Netflix when you disagree with an idea and do not express disagreement. By withholding your opinion, you are implicitly choosing not to help the company.”
Try the following:
Shift mentally from “My idea may be incomplete” to “It could be the source of someone else’s breakthrough.”
Shift from “It’s probably not my place to speak up” to “Staying quiet is not in the best interest of the team.”
Shift from “I want to sound intelligent” to “This is really about the collective intelligence of my team so we can all succeed.”
(2) Add to the agenda
One of my favourite way to make sure I have to speak up in a meeting is to add an item to the agenda.
Try the following:
Email the Meeting Leader: A day or two before the meeting, send an email to the person organizing the meeting.
Hi [Name],
I've been working on [Topic/Project] and think it would be valuable for the team to discuss [specific element].
Could we allocate a few minutes to this in the upcoming meeting?"
Be Specific: Be clear about what you want to discuss and why it’s important.
Prepare Your Talking Points: Once your agenda item is accepted, prepare a brief outline of what you plan to say. This can include key points, anticipated questions, and how you intend to engage others in the discussion.
(3) Prepare questions
Before you go into the meeting, spend 10-15 minutes preparing some questions that you could ask or points that you could bring up.
Try the following:
Updates: Think about what you’ve done since the last meeting. Prepare to share something like, "I wanted to update the team on Project X. We've made significant progress in..."
Clarifications: Think about any aspect of the ongoing projects or discussions that isn’t clear to you. Write down a question like, "Could someone clarify the new timeline for Project Y discussed last week?"
Further Engagement: Look for opportunities to delve deeper into topics. For instance, "Can we explore more about the strategy outlined in the recent briefing?"
Write these questions down and keep them visible during the meeting. Having these points and questions prepared makes me way less nervous when I want to raise my hand.
During the meeting
(4) Speak earlier rather than late
If you've ever held back in a meeting, waiting for the 'right moment' to jump in, you know how quickly that moment passes. The longer you wait, the tougher it gets to interject and it soon feels like all the good ideas are already on the table.
So, try to speak up in the first half of the meeting. So if the meeting is 60 minutes long, try to make sure you’ve spoken up in the first 30 minutes.
By speaking up early, you signal to yourself (and others) that you’re an active participant. This makes it easier and more natural for you to contribute later on. It also helps ensure your points are heard before decisions are solidified.
Try the following
Be the icebreaker. Log into the Zoom meeting early. As others join the meeting, initiate small talk to create a friendly atmosphere. This helps me “warm up” my social engine. If you remember any details from past interactions, such as a colleague mentioning their child's birthday or an event they planned to attend, ask about it.
Prepared Statement. If you’ve prepared an update or have a question ready, bring it up early. For example, "Before we dive deep into today’s agenda, I’d like to provide an update on Project X," or "I have a question about the point on our agenda regarding Y."
Offer to chair the meeting. When a colleague who typically chairs the meeting goes on holiday/leave (or if they need volunteers), offer to chair the meeting. This sounds daunting. But I personally find it easier to chair a meeting than put my hand up in the middle to make a point.
(5) Lower the bar
Remember, you don’t need to come up with something completely novel to make a valuable contribution to the meeting.
A good way to contribute without coming up with something new is to build on what’s already been said. It encourages collaboration and shows that you are actively listening and engaging with your colleagues' ideas.
Try the following:
Build on a colleague’s point
"Adding to Jamie's point, I think it might also be useful to consider..."
"Jamie raised a good point about [topic]. This makes me think we should also look at..."
"I agree with what Jamie mentioned earlier, and would like to add that..."
Ask a clarifying question
"When you mentioned XYZ, did you mean [insert assumption]? Could you expand on that?"
"I want to make sure I understand what you’re suggesting. Are you saying that...?"
"Could we go back to what you said about XYZ? I’m curious about how it ties into..."
Reflect on a previous discussion
"Reflecting on our last discussion, I see a connection with what we're talking about now. It seems like..."
"Earlier, you mentioned [topic]. That really ties into what we're discussing because..."
"Thinking back to what was said about [topic], it might be helpful to revisit that idea now."
Suggest resources
"I recently came across an article/book/tool that might help us with this. I’ll share the link."
"There’s a case study that addresses this very issue. I think it could give us some good insights."
"I know of a few tools that could streamline this process. I can bring up some options if we’re interested."
(6) React to engage
For virtual meetings, I love using the chat feature and emoji to show my reactions. It’s particularly helpful when I don’t feel comfortable interrupting or speaking others during a meeting but still want to look engaged.
By using the chat, you can share your thoughts, affirm others' ideas, and ask questions. Emoji reactions also offer a non-verbal way to show agreement, support, or acknowledgment. You’re ‘speaking up’ without speaking up.
For in-person meetings, nodding your head, making sure you’re sitting upright, and the appropriate amount of “hmm”ing also goes a long way.
Try the following:
Chat Contributions: While someone is presenting or discussing a topic, type in supportive or clarifying comments like, "Great point, I agree with what you're saying about A," or "Could you elaborate more on B?"
Use Emoji Reactions: If someone makes a point you agree with, use the thumbs up or clap emoji. If something surprises you, consider the surprised face emoji. Also, emoji-react to other people’s comments in the chat. These small actions keep you involved and visible.
Ask Questions in the Chat Box: If a topic is complex and you need clarification but don’t want to interrupt, type it in the chat. For example, "Can someone explain a bit more about <topic>? I want to make sure I understand the context."
Use the “Raise Hands” Function: For meetings between larger groups, using the raise hands function to bring up a point up. It can be easier than waiting for the right moment to interject.
End of the meeting
(7) Summarize action points
Summarizing action points at the end of a meeting is a great way to make sure that you’ve digested the content of the meeting. You’re doing a service for other people by making sure there’s clarity and alignment. And it positions you as a key contributor and organizer within the group, which hopefully enhances your visibility and leadership presence.
Summarizing action points is a little harder to do in a big group (unless you’re the chair). So this tip here is more applicable for smaller meetings (e.g. 3-5 people) where there isn’t a clear hierarchy of who’s leading.
Try the following:
"To ensure everyone is on the same page, should we recap the main points?"
"Just to wrap up, here are the next steps we identified: [Person A] will handle X, [Person B] will follow up on Y, and I will take care of Z."
"Let’s confirm our action plan. We’ve assigned these tasks:..., and we expect to complete them by..."
(8) Show gratitude
Okay, you might be wondering ‘why should I say thank you for having to attend a meeting?’ 😅 I get you. Most of us feel like meetings are a waste of time rather than a joyous occasion to be grateful about.
But remember that if you’re feeling like this, your colleagues might also be feeling similar. So showing gratitude demonstrates your appreciation for your colleagues’ time, effort, and contributions, making them more likely to collaborate effectively in the future.
Try the following:
Typing “thank you” in the Zoom chat or privately messaging the meeting host to say thanks.
If you’re the host/leader of the meeting, express thanks before people leave: "Thank you, everyone, for your insights and hard work today. I really appreciate your time" OR “Really appreciate everyone taking the time to meet today. Is there anything else to cover before we all head off?”
(9) Follow up with asynchronous methods of communication
There’ve been countless times when I get to the end of a meeting and realize that I haven’t spoken a word aloud. Whoops.
Usually, this is because it didn’t feel quite right to bring up the points that I’d prepared beforehand. In these situations, I try to follow up with the relevant people for more detailed discussions to make sure that all the points are addressed. I find it particularly helpful for clarifying responsibilities, offering additional help, or discussing sensitive topics that require more privacy.
Try the following:
"Hi [Name], I wanted to touch base regarding what we discussed in the meeting today. Do you have time this week for a quick call to go over it?"
"I have some further thoughts about the project that I think would be better discussed in a one-on-one. When would be a good time for you?"
"Regarding our earlier discussion, I believe there are a few points that could benefit from more in-depth discussion. Can we schedule a time to chat?"
—
So, this week, try using one of these 9 tips to speak up in meetings.
And when you do speak up, make sure you use assertive rather than minimizing language. If you want to learn how to speak up in a way that conveys confidence, feel free to check out this article on impactful language here.