I recently had lunch with someone who is starting a new job, and wants to make sure she gets off the right foot. She asked me “How do you know what to say when you’re in a meeting? I don’t want to seem overbearing, or ignorant, but I know it’s important to speak up.”

I think there are two types of communicating: in the room, out of the room.  Before you ask your question or make your comment in the group, ask yourself the following:

1. Am I the only person in the room who doesn’t know the answer? If that’s likely, wait till after the meeting and find someone to ask one on one. Don’t slow down the rest of the group.
2. Make sure your comments add value to the conversation and take it forward: don’t repeat what someone else said unless it strengthens a position you’re taking.
3. Do speak in the meeting: you don’t want to be labelled the person who never talks.
4. Look at the body language of people around the room when you speak: are they listening? Engaged? Or are they looking at their Blackberry?
5. Pick the right time to say something: I am not usually the first one to speak in a meeting, I like to hear what people have to say. My comments tend to be focused on what the group has agreed on and next steps, which often get forgotten in everyone’s desire to be heard.