Have you ever walked into a meeting and before you’re able to get a word out, you’re asked, “Why are we here?” Have you ever left a call and thought, “I don’t think we’re on the same page”? Were you ever in a situation with a boss or client where you proudly presented your work only to be met with a surprising, “that’s not what I asked for,” or “where’s the (fill in the blank)” that was completely off your radar? In those moments, we learn quickly that communication plays a pivotal role in negotiations, achieving your goals, and (most importantly) in relationship management. When it comes to successful outcomes, how you communicate is just as important as what you communicate.
Today’s blog breaks down some of the things to consider when preparing for important conversations. Here are six key points to consider when preparing for an important presentation or conversation.
#1 State your intent clearly
Before a meeting, a conversation, or a project – be clear about the goal. Often, the details of a discussion or presentation will muddle your audience takeaways. Ask yourself, what is the one thing you want your audience to know? Ensure that it is prominently displayed and repeated. There should be no misunderstanding of the purpose or goal you express. Here are some examples.
- The goal of this meeting is to brainstorm names for a new product.
- Today, I’d like to inform you of a change we’re making to our program.
- Let’s find ways to accelerate the project schedule by 3 months.
#2 Be an active listener
Consider this quid pro quo. Communication is two-way. Take care to listen carefully to understand others’ perspectives, motivations, and concerns. Active listening helps uncover previously not understood interests that may lead to more creative solutions. How you communicate will be judged not only by what you say but how well you listen. By being a better listener, you might:
- Identify conflicts between your priorities and theirs.
- Reimagine your approach to help address both people’s concerns. Learn valuable information about others’ priorities, fears, and passions that will help strengthen relationships for the long run
#3 Build rapport and trust
Trust is essential in striking any compromise, collaborative problem solving, being the recipient of favors, and simply rallying people around your passion. But trust can take time to build. Our way to expedite trust is simple. Sometimes the best way to earn trust is to give it. Be intentional about sharing helpful information or your own vulnerability (like a fear you have related to the topic). And find ways to highlight the strengths you see in the other person. This will make them feel seen and recognized for the value they bring.
Here are some tips to consider as you prepare for important rapport-building conversations.
- Ensure your energy is positive and your body language reflects that. Consider sitting beside instead of across from someone. Make eye contact.
- Be respectful through word choice and to your audience. That starts with scheduling and being on time. And ripples through tone, volume, pace of your words, and more.
- Start and end your discussion with appreciation for their time and contributions.
#4 Frame your conversation for the audience
Our enthusiasm to share or act can keep us inwardly focused, making it harder to connect with the people we’re speaking to. The problem is, you’re the only one living in your head! We all bring biases, interests, different experiences, and knowledge to the table. So, if you’re negotiating, the best way to get what you want is by addressing what the audience needs.
When preparing for your conversation, ask yourself why the other person(s) may or may not care about your interests. Think of what is most important to them. Then, create a pathway from their needs to yours. Skilled communicators know how to frame a pitch in a way that demonstrates a win-win.
You may also need to adapt how you communicate information to meet their preferences in receiving information. For example:
- For analytical audiences, be logical and use data.
- If they’re risk intolerant, demonstrate you’ve vetted scenarios and have rigorous mitigation or recovery plans.
- If your audience is relationship and emotionally-driven, you may use a story to illustrate a point. Speaking of emotions…
#5 Don’t let emotions get the best of anyone
It’s critical to communicate with confidence, passion, and thoughtfulness, but pay attention to your own emotions and theirs. Negotiating is often stressful and involves tension and compromise. So, take steps and practice phrases that help you keep the conversation focused and productive. There are several ways to do this.
- If your audience is emotional, acknowledge their feelings. Ask how you can help address them.
- If there’s a hot button topic that is derailing the dialogue, suggest revisiting it. Pivot to something less controversial or something that will help them feel like a winner.
- If progress has stalled, reset with a summary of what you’ve heard and agreed to so far. This will help you reach common ground. Which brings us to #6.
#6 Clarify and confirm agreements
We’ve all had “meetings for meeting’s sake”. Let’s stop that madness! While respecting people’s time, make sure you wrap up the conversation with plenty of time to summarize key points and actions. If you didn’t achieve all you wanted… well, then one action is to regroup.
Here are some tips for how you communicate outcomes.
- Summarize verbally and in writing. Invite the others to summarize.
- You might even ask, “Do we all understand and agree?” This key question ensures alignment.
- And a written follow-up ensures accountability.
In summary, communication skills transform negotiations, proposals, important or simply difficult conversations from confrontations into collaborations. They allow negotiators to exchange information effectively, build understanding, and find win–win outcomes with their audience.
Find more communication tips from Wild Plum
- Communication is the heart of your strategic success
- Tips for leading effective meetings that boost your professional brand
How you communicate matters. Reach out if you’d like support with your Content & Communications.