Do not be afraid to repeat during meetings
Posted on May 28, 2024 by Martin Hahn, One of Thousands of Career Coaches on Noomii.
This artcle discusses the importance of repeating your message before, during and after meetings.
I read an article many years ago that said to repeat
information in many different ways is the most effective way to
communicate your message. In fact, the article referred to a study that
showed it took a minimum of seven times to communicate your message
until you can be reasonably comfortable during a publicly held meeting before a roomful of industry representatives whose sole purpose that day was to listen to our conversation.
Whether I typed a memo or discussed an issue in person, the stakes for communicating in a precise, efficient, and effective manner were high. I would share an idea and explain my position and then move on to another topic. Within a short while, my colleague would make a very similar point as if they had never heard it before. The difference was that my colleague would approach the idea from different angles; ask questions from staff and the audience about the thought; and emphasize particular aspects about it; and revert back to the idea at different relevant points later in the meeting.
As a result, I noticed that the room sat up to attention; the staff would pipe up with a follow-on idea; an industry observer would raise a hand to inject an insight, or ask a relevant question for clarification. Before long, the idea was not at all mine, but rather it belonged to my colleague, the staff, and some of the people in the audience. It took me months to figure out what it was about my communication method that was ineffective. I always believed that when you articulate a message or idea, you need only say it once. After all, it was out there for everyone in attendance to hear, understand and assimilate. Moreover, in this case, it would be transcribed and recorded for posterity.
But, the reality is three things are important in ensuring your idea is heard and understood.
You must not be shy to repeat it. You don’t need to articulate your point in the exact same manner. For example, I learned that, if it were a message I felt very strongly about, I would write a memo to my colleagues the day prior to our public meeting. During the public meeting, I would refer back to the memo and repeat some of the high points.
2. I would also provide context as to why I was ascribing to that idea and what impact I intended the idea to have. I would also include an example of how the idea would be implemented or come into play.
3. I learned to ask questions about my idea and solicit input. Were my assumptions faulty? Was I using the correct facts? Was I omitting an important aspect? Was my idea going to result in an unintended consequence that I hadn’t the insight to foresee? How would those around me want to improve on the idea? All of a sudden there were many people vested in the idea, and not just me.
Once I started to use pattern of practice, I felt not only were the ideas being heard, but also, they were improved and implemented. So, don’t be shy to repeat, repeat, repeat!
