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All About You: 5 tips to help make meetings successful

January 26, 2025

EDITOR’S NOTE: Motivating employees to work safely is part of the safety professional’s job. But who motivates the motivator? In this monthly column, veteran safety pro and professional speaker Richard Hawk offers his entertaining brand of wisdom to inspire safety pros to perform at their best.

Throughout my long career, I’ve attended and chaired hundreds of meetings. Along the way, I’ve learned how to make the most out of the meetings and how to help make them successful. I’d like to share five things I’ve learned.

1. Sit up straight. Too many times, I’ve walked into a meeting room and attendees are slouched. Sitting upright sends a signal that you’re “ready for action.” This may be counterintuitive, but the most comfortable sitting position is one where your back is straight and up against the back of the chair. When you’re slouched, it conveys an attitude of indifference.

2. Smile. Like slouching, when your facial expression is neutral or displays boredom, it takes away from the energy in the room. The reverse is also true. Smile and look like you’re enjoying yourself, and you’ll add to the meeting’s energy. Right before I walk into a meeting room or get ready to attend a virtual event, I tell myself to “brighten up.” Of course, if the meeting is about a serious incident or something of that nature, you’ve got to dial back your happy demeanor. But that’s the exception, not the rule.

3. Look at each person when they’re talking. No matter who’s speaking during a meeting, give them your full attention. That includes maintaining steady eye contact. I’ve attended many a meeting in which nobody looked at the person speaking. Attendees would maybe glance at the speaker but not give them focused attention. Even if what the person is saying doesn’t apply to you, by looking at them, you’re giving them encouragement – something we all can use.

4. Put your cellphone away. I wish I didn’t have to bring this up, but it’s still a problem – maybe even more so than a few years ago. Often, people at meetings will “hide” their phones on their lap. I don’t put mine on vibrate – I turn it off. There’s no way you can be mindful during a meeting when you’re looking at your phone.

5. Look around the room when it’s your turn to talk. When speaking during a meeting, look at one person for a moment and then move on to another person. (This is also what you should do when giving a presentation.) Make steady eye contact each time you look at someone, but don’t linger too long – two to three seconds is good. You’ll be surprised how much this tactic will garner attention.

Virtual meeting tips

Virtual meetings have become widely popular. I was hosting them more than 25 years ago, before the common apps we use now were created. I leased a video room from a lawyer’s office in Philadelphia and would give video keynotes to various locations. Now, it’s developed into a sophisticated technology that allows all kinds of interactions. But the best behaviors haven’t changed much at all.

The suggestions I gave about posture, smiling and positive energy still apply. Whether I’m hosting a webinar or meeting or am a guest on a podcast, I always exude an upbeat attitude. I use my voice to make my communication interesting and compelling.

One of the downfalls of virtual meetings is the lack of mutual eye contact. If you look at someone who’s talking on your screen, that person will see you as if you’re looking away from them. If you gaze into the camera, they’ll see you as you look at them, but you can’t see their eyes. Something I’ve learned to do to overcome this is to quickly dart my eyes to the person’s face and then back to the camera. You don’t have to move your head to do this. When you’re talking, it’s best to look directly into the camera. (Although quick darting is fine, I find it distracting when I’m talking.)

One final note: Even if a meeting is “boring,” it still allows you to practice your social skills – and that’s something that will help you succeed as a safety pro!

This article represents the views of the author and should not be considered a National Safety Council endorsement.

Richard Hawk helps leaders inspire employees to care more about their safety and health so “nobody gets hurt.” He also has a long history of success getting safety leaders to increase their influence and make safety fun. For more than 35 years, Richard’s safety keynotes, training sessions and books have made a positive difference in the safety and health field. Learn more about how Richard can improve your employees’ safety performance at makesafetyfun.com.