Reading the Room: The Key to Productive and Engaging Meetings

woman leading a productive meeting and presentation

Ah, meetings—an activity that can draw attendees into a black hole of boredom and inattention. Most people look at meetings as an exhausting and ineffective use of time. However, this does not have to be the case. Meetings, when utilized properly, can be an effective tool for collaboration and problem-solving. Whether you are organizing a meeting to decide on an important issue or you need to present a major project, save yourself from the onslaught of stifled yawns. Learn the art of reading the room to get the most out of your meetings.

Eight Steps to Master When Reading the Room

Organizing and hosting a meeting can be difficult, let alone ensuring its success and effectiveness. But planning can help increase the chances of success and productivity. Aside from sending invites, preparing a presentation and rehearsing the flow of the meeting, here are eight critical points to take note of:

1. Know who is attending the meeting.

This way you will have an idea of who is calling the shots and how the rest of the attendees relate to the decision-maker. Understanding the dynamics of the group will allow you to leverage the authority of the decision-maker over the crowd. You can do this by directing your gaze to the decision-maker as if speaking to him. This is helpful in getting everyone back to the topic if at any point you feel that you have lost the room.

2. Take note of how the attendees arrange their seats.

According to Vanessa Van Edwards, author of “Captivate: The Science of Succeeding with People,” not all seats are created equal. Where one sits at a conference table during meetings matters more than you think. This concept has a lot to do with one’s proximity to the power player, to the one who calls the shots. Note who sits nearest the boss. These individuals have the opportunity to influence the decision-maker.

3. Observe the group before the start of the meeting.

Try to pick clues from side conversations. Do a “temp-check” of the mood. Are they excited about the topic? Use these few minutes to interact with the participants and establish rapport. Remember your attendees’ names and faces. This can be helpful during the Q&A part in giving the presentation a personal touch.

4. Set the right tone from the get-go.

Greet your audience and establish eye contact. It will also help your presentation if you could lay down some meeting rules. Start by asking your attendees to set their phones on silent mode. Moreover, decide whether or not you can be interrupted during the presentation, or if the attendees need to hold questions and ask them at the end of the presentation. In setting meeting rules, you will also be able to classify the attendees by noticing the manner in which they comply. Those who promptly turn their phones on silent mode will most likely be receptive audiences.

5. Take note of the body language.

Did you see someone check their watch? Are members of the audience trying to hold their yawns? Did you notice someone absent-mindedly doodling on her notes? You may need to adjust your pace, breeze through the presentation and move straight to the heart of the matter. Did you notice furrowed brows or crossed arms? This may be indications that the audience is not agreeing with your statement, or that you may need to provide more clarification on certain topics.

6. Verify your perceptions by checking with the audience.

When you see some of the audience crossing their arms, it can be tempting to conclude that they disagree with what you said. Refuse the urge to jump to conclusions. Check by candidly asking your audience if there were points that were not clear to them. Additionally, body language can be good barometers of mood, but this may not always be the case. Since people receive and process information in different ways, silence may mean that the person is just listening intently and actively processing the idea.

7. Identify the roles of the attendees in the meeting.

David Kantor, in his book “Reading the Room: Group Dynamics for Coaches and Leaders,” discussed the Four Player Model Theory. In this theory, people are divided into four roles: the Mover, the Follower, the Opposer, and the Bystander. The mover starts the action while the follower agrees. The opposer, on the other hand, will stand to object while the bystander steps back and reflects on the situation. You will be able to engage the audience more by approaching them based on the role that they play in the setting.

8. Identify the prevailing language of the group.

Is the group focused on getting something done? If so, this group speaks the language of action. Their focus is on results. Is the group determined to understand the purpose of the meeting? This means the group is speaking the language of meaning. Analyzing and understanding the data matters to them. Is the group concerned about the impact of their decision on the team? This means you are speaking to a team that uses the language of emotion.

The workplace can be rife with implicit rules and subtleties. Recognizing the nuances and the unspoken conventions can help you navigate meetings and presentations well. It can be challenging—especially if you need to channel most of your energy towards the content and topic of the discussion. However, if knowing how to read the room can serve as a key to getting the most out of your meetings and presentations, who would say no to that?

About the Author

Imee Rabang is a blogger/writer and bilingual poet from Manila, Philippines. She is an advocate of Philippine culture and supports causes that promote language and national identity. She juggles her time between work, parenthood, and community outreach programs. She also dabbles in photography and graphic arts in her free time.
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