Strategies That Can Foster Better Communication During Meetings

August 14, 2022

Although the cost of poor communication in meetings is underrated, it is what decides the success of a meeting and its effectiveness. Successful company internal and external meetings with a supportive HR system are crucial for efficiency, productivity, profitability, and, most importantly, for reaching the specified goals and objectives of the meeting. This article will list four strategies that you can employ to foster better communication at meetings.

Active Listening

Many assume that communication is talking when in truth, it involves a healthy balance of active listening. It allows one to properly understand the topic or concept of the meeting and respond or ask questions to collectively reach the meeting’s objectives or goals.

Active listening involves listening to ‘What the actual words are ‘, ‘How their tone of voice and body language conveys the message’, and ‘What else they might be implying by not saying things straight’. It also involves asking questions and clarifying doubts to clear the picture portrayed throughout the meeting conversation.

Read About The Atttendee/s

Just like all HR systems don’t work for all types of organizations, not everyone follows a certain communication style. How you communicate and understand will not be the same for another. Some are bold, direct and focus more on outcomes, whereas some are more indirect, timid, and focus more on other people’s feelings, and their communication styles differ accordingly.

However, reading and understanding the audience’s communication style before and during the meeting makes it easy to adapt the meeting approach accordingly, facilitating successful outcomes. While this may take some practice, it’s a very effective strategy to foster better communication so that your message is correctly delivered and understood in the right direction.

Stick To The Aim

One of the main reasons why many meetings fail is because their communication lacks focus and drifts away from the core aims. An excellent strategy to prevent this is to plan the meeting ahead of time and stick closely to the planned topics.

Of course, meetings don’t go as planned as attendees open up and clear doubts with questions, making it easy to get away from the topic. But make it a solid practice to always bring any type of conversation or discussion back to the topic at hand, so the meeting delivers a beneficial outcome.

Understand Body Language

Speech or words are the only two things people think of when they hear the word communication, when in truth, according to Mehrabian’s 7-38-55 model, communication is only 7% of words, whereas the rest 38% is tone, and the other 55% is body language, which are non-verbal forms of communication.

How someone reads your body language delivers many more messages than your words will. It is also equally important to understand someone else’s body language to ensure you’re approaching the meeting the right way. Therefore, before a meeting, it is essential to sit and think of the kind of body language to use. Avoid closed body language, such as crossed arms, and use more eye contact while adopting a good posture.

Alongside all these strategies, it’s highly important to use an HR platform, channel or relevant meeting technologies to conduct the meeting with minimum distractions and those that fit the convenience of the attendees. Remember that in today’s business world, technology is what binds communication effectively.