Meetings: Making the Most of The Inevitable and Inescapable

You’ve been through this.

The meeting invitation appears on your calendar, and you immediately feel your energy drop. Perhaps it’s a difficult conversation, an unpopular decision, a challenging project, or just another regular weekly or monthly “waste of time.” Probably personalities and priorities will collide.

But whether it’s held in person or virtually, a meeting doesn't have to be a gut-awful experience.

The secret? Professional presence, intentional communication and a commitment to respect. How you prepare and position yourself, deliver information and respond to others can transform uncertainty and resistance into buy-in and productive action.

Preparing

Establishing your professional presence — and the opportunity to make the most of any meeting — begin long before you enter the room or click “Join Meeting.”

First, start by dressing for the message you want to deliver, not simply the meeting you're attending. Color is important in nonverbal communication, so be strategic about color choices.

For example, while black indicates authority and decisiveness, navy is often associated with trust, stability and credibility. Soft, lighter colors can express approachability, helping with challenging conversations.

In any case, choose clothing and colors that complement your natural coloring, support your message and help you feel confident. For virtual meetings avoid distracting patterns or colors that make you visually disappear into the background on screen.

Second, you want to enter any meeting with the mindset of moving the room forward to positive actions — i.e., contribution rather than confrontation. So…

For meeting leaders, preparation means more than organizing an agenda. Consider your audience.

• What expertise and experience do they have?
• What concerns and resistance might emerge? From who?
• How will you communicate the why behind information, tasks or projects?

For attendees, preparation is equally important.

• Review the agenda.
• Identify questions.
• Think about what you can contribute constructively.

Positioning

Your physical and virtual positioning communicate before you speak. The point isn’t to dominate the space, but to show you belong in it while also respecting others.

Whether you’re the meeting leader or an attendee, positioning tips are the same. In person, choose a seat that allows comfortable eye contact and participation. Sit upright, keep your shoulders relaxed, and avoid defensive body language such as crossed arms or constantly checking your phone.

If the meeting is virtual, position your camera at eye level, maintain flattering front-facing lighting and eliminate visual distractions. Look into the camera. Keep your facial expressions engaged, even when you're not speaking.

Being Heard

Being heard requires clarity, timing and credibility, not volume. A calm, measured voice carries greater authority than an emotional or hurried response.

Speak with intention. Avoid lengthy explanations that bury your message. Begin with your key point, provide relevant context and explain its significance. Try phrases such as:

• “An idea that may help us move forward is...”
• “What’s the outcome we’d like?”
• “I understand the concern. Another approach might be…”

In virtual meetings, pause briefly before contributing to avoid speaking over others. If interrupted, respectfully reclaim your thought: “I'd like to finish this point, and then I'm interested in your perspective.”

For Meeting Leaders: Building Buy-In

People rarely embrace something simply because someone announces it. Effective leaders connect any request to a meaningful purpose.

• Explain why a project or decision matters, how it supports shared goals and what success looks like.
• Invite questions without becoming defensive.
• Acknowledge legitimate concerns; distinguish between decisions already made and areas where participants can contribute.

Instead of saying, “This is what we're doing,” consider, “Here's what we're working toward, why it matters and where your expertise can help us succeed.”

That subtle shift moves communication from command to collaboration. When people feel respected, informed and included, they're more likely to support the outcome even if they don't agree with everything.

For Attendees: Influencing the Process

You don't need to lead a meeting to demonstrate leadership.

• Listen actively and ask thoughtful questions.
• Recognize valuable contributions, especially from those who might have different perspectives.
• When receiving an assignment, clarify expectations, deadlines, resources and ownership.
• If you foresee obstacles, raise them respectfully while offering possible solutions.

Above all, avoid side conversations, dismissive expressions or multitasking. These behaviors undermine credibility and weaken trust.

Ending

Whether a person or an AI agent takes notes, a productive meeting shouldn't end with everyone wondering what happens next.

• Leaders should summarize decisions, responsibilities, timelines and follow-up expectations.
• Attendees should confirm their commitments and communicate any outstanding concerns.

Most importantly, close with appreciation. Recognizing people's time, ideas and willingness to engage reinforces rapport.

Meetings will probably never become your favorite calendar invitation. But with preparation, confident positioning, respectful communication and intentional leadership, they can become opportunities to build trust and influence outcomes.

Ultimately, every meeting is an opportunity to strengthen or diminish your professional presence and reputation. Because how you show up matters. How you make others feel matters.