Mastering the art of speaking in business meetings: Techniques and tips

Knowing how to speak in a professional meeting is not just an asset, but a necessity for anyone wishing to positively influence the course of a project or effectively share their ideas. Understanding how to express yourself clearly and confidently in this context can greatly impact both individual and collective success. In this article, the CID team invites you to explore various techniques for improving your speaking skills, reducing the associated stress, and facilitating group exchanges during these key moments.
Preparing your presentation: the key to successful meeting speaking
Before the meeting, take the time to prepare yourself by reviewing the agenda, thinking about the points to be discussed and gathering the necessary information. The better prepared you are, the more confident you’ll feel and the more you’ll be able to make a significant contribution to understanding and acceptance of the topic/project.
Preparation is essential before speaking at a meeting.
Start by clearly defining your objectives: what do you want to communicate? What result do you expect from speaking?
Once you’ve established these elements, structure your speech into main points to ensure that it flows smoothly and logically. Don’t forget to rehearse in advance, so that you can gain confidence and master your subject perfectly. The use of index cards also helps to reassure you and avoid oversights.
Use positive language and be assertive when speaking
Use positive, constructive language to express your ideas and opinions. Avoid negative criticism or judgments, which could create an unfavorable climate and hinder collaboration. If you have to give negative criticism, try to give it the proper form. Constructive criticism is appropriate in this situation.
Express yourself assertively, stating your opinions respectfully and confidently. Express your views with conviction, but also be open to the ideas and suggestions of others.
Use non-verbal communication techniques and avoid interruptions
Use your body language to reinforce your message. Maintain eye contact with other participants, adopt an open and engaging posture, and use expressive gestures to illustrate your points.
Wait your turn to speak, and avoid interrupting other participants while they are speaking. Respect everyone’s speaking time, and listen carefully before answering or asking questions.
Be prepared to answer questions and remain flexible
Anticipate possible questions or objections and be prepared to answer them clearly and convincingly. Be ready to defend your ideas and provide concrete examples or figures to back up your arguments.
Be open to new ideas and different points of view. Adopt a flexible and collaborative attitude, and be ready to adjust your opinions according to the contributions of other participants.
Managing stress effectively when speaking at meetings
Stress is often one of the biggest obstacles when it comes to public speaking. Managing stress during meeting speaking can be a challenge, but with the right strategies, you can do it effectively. There are several techniques that can help you control it.
Prepare sufficiently in advance of the meeting
Preparation is key to reducing stress. Familiarize yourself with the subject of the meeting, organize your ideas and prepare notes if necessary. The better prepared you are, the more confident you’ll feel.
Work on your breathing by practicing deep breathing
Before and during the meeting, practice deep breathing exercises to help you relax. Breathe slowly and deeply, inhaling through your nose and exhaling through your mouth. This can help calm nerves and reduce stress during the session.
Visualizing success during your procedure is very important
This can significantly boost your self-confidence. Imagine yourself delivering your message clearly and convincingly. Positive visualization of your speech can help boost your self-confidence and reduce stress when speaking at meetings.



Use time management techniques when speaking at meetings
If you’re concerned about the time you have to speak, use time management techniques to help you stay on track. Divide your speaking time into sections and keep an eye on the clock to make sure you stay within your time limit.
Practice acceptance and stay focused on the message you have to deliver
Accept that feeling a certain level of stress before speaking at a meeting is normal and natural. Instead of fighting your feelings of stress, accept them and focus on the actions you can take to manage your stress effectively.
As you speak, focus on the message you want to convey rather than on your own feelings of stress. Keep in mind the objective of your speech and concentrate on communicating your ideas clearly and effectively.
Be kind to yourself and perhaps start with gradual exposure
Be kind to yourself and don’t judge yourself too harshly if you feel stress. Remember that everyone feels stress at some time, and that the important thing is to do your best in the given circumstances.
If it makes you feel better, start by speaking to small groups before addressing larger ones.
Tactics for engaging the audience
Fostering an interactive environment at a meeting is beneficial for all participants. To give the floor effectively :
- Ask open-ended questions that encourage participation.
- Explicitly invite certain people to share their opinion or experience.
- Use round-table discussions to ensure that everyone has a chance to express their thoughts.
These strategies encourage rich, engaged discussion, which will enrich the content of the meeting and make it more memorable for all participants.
The importance of concluding your speeches
Concluding your speeches effectively is crucial to reinforcing your key points and ensuring that the audience takes away with them the essential elements of your speech. Briefly summarize your main points and clearly indicate the next steps or actions to be considered. A punchy ending amplifies the impact of your communication and leaves a lasting impression.
Using digital tools to get your message across
The judicious use of digital tools can considerably improve the way you present and interact in a meeting. PowerPoint presentations or Google Slides not only help to visualize complex concepts, but also to structure your speech. Similarly, many applications can be used to create real-time polls, adding an interactive and engaging element to your meetings.
Thanks to these techniques and tools, mastering the art of speaking at a professional meeting becomes much more accessible. Whether you’re looking to reduce stress, improve your speaking impact or simply make your meetings more productive, these tips will guide you towards more effective and confident communication. Note also that it’s by practicing public speaking on simple or important subjects that you’ll hone your skills in this art.