Ready for another meeting? Instead of dreading the prospect, consider each meeting an opportunity to find new solutions and help your organization. You can do this by staying engaged and asking all the right questions.
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Remember, asking pertinent questions at a business meeting is an indication that you are interested. It is not a game to see who can toss out the toughest or smartest inquiries. Nor is it an opportunity to show off by prefacing each question with a monologue that’s as long as the presentation.
Unfortunately, there isn’t a set list of great questions to ask—and wouldn’t that make all your meetings truly dull? However, there are ways to use questions to help a meeting progress well. Begin by sizing up the situation and trying these tactics to effectively—but politely—improve the outcome of your next meeting.
Situation: The speaker is too scripted. If the presenter is staying too close to a prepared script and putting the audience to sleep with a rote presentation, it’s time to jump in. Thank the speaker for the information, and repeat a few relevant points that were presented. Then provide a short synopsis of your current situation, and ask the speaker for insights. Don’t offer your opinion on what to do, and don’t be antagonistic. Use your question to assist the speaker into bridging a prepared speech with a presentation that is relevant to the audience.
Situation: The meeting is muddled in minutiae. What do to when coworkers begin quibbling over minor points? Don’t let the situation linger, as petty battles waste time and are an embarrassment. Instead, pose a question that helps the conversation zoom out. Ask your colleagues to summarize how their points assist the bottom line. Try to get everyone back on track, and defuse highly emotional language.
Situation: Everything is anecdotal. When meetings become simply a swapping of opinions, tactfully ask for evidence to support the claims being made. This way, the group will have more information to back the claims that are bandied, and ultimately better decisions will result.
Situation: Old-fashioned groupthink. When everyone agrees all too readily, you run the risk of “groupthink” or coming to a conclusion simply to make one another feel satisfied. As a thoughtful participant, you should question other options. Ask if there are other points the group hasn’t considered. You’ll seem cautious, thoughtful, and thorough, and the group will have a better chance at fully exploring the topic before moving on.
Situation: Not everyone is in the room. Ever go to a meeting and wonder who made the guest list? If you find yourself in a meeting with the same old people, ask who else in the company can help with the situation. By asking this question, you not only invite more knowledge but also foster an atmosphere of inclusion.
Situation: Someone shot a zinger. Questions can move a meeting along, but zingers out of left field can flip everything around. Try steering the conversation back on track by stating, “I’d like to hear more about …” and then reintroduce the topic at hand. You’ll be the meeting’s savior.
Situation: Conclusions are murky. Everyone hates leaving a meeting unsure of next steps. Ask the group to come to a consensus of what needs to be done. Offer your own insights into what was discussed, and ask for agreement. You can also volunteer to draft the next steps. A quick table of tasks, responsibilities, and deadlines could be greatly appreciated.
In the words of the Hamilton musical, don’t waste your shot on meaningless questions. Ask the right ones, and make your meetings more productive.
Tomorrow we’ll discuss questions you shouldn’t ask, and yes, there are a few.