10 Practical Steps to Speak Up with Confidence in Meetings

Meetings can be a space for brilliant ideas, thoughtful discussions, and game-changing decisions. Yet, for many of us, the thought of speaking up in a room full of colleagues - especially in high-stakes or senior-led meetings - can feel nerve-wracking.

You may worry your ideas aren’t strong enough, fear being dismissed, or simply find it hard to jump into fast-paced discussions. But the truth is, your perspective is valuable, and learning to confidently voice your thoughts can significantly impact your career growth, visibility, and overall contribution to your team.

So how do you build that confidence? Let’s break it down into three parts: preparing for meetings, speaking up in the room, and following up afterwards.

Before the meeting

1. Shift your mindset

Start by reframing how you see yourself in the meeting. It's easy to walk in feeling like an outsider - especially if you’re newer to the company, the youngest in the room, or attending a meeting with senior leaders. But remember you were invited for a reason. You have insights, knowledge, and experiences that can bring value.

Instead of thinking, “I hope I don’t say something wrong”, shift to “What unique perspective can I contribute today?”. This subtle mindset shift can make a huge difference in how you show up.

Tip: Picture yourself actively contributing. Visualise your ideas landing well, sparking discussion, or even leading to a solution. This mental rehearsal can ease anxiety and prime you for success.

2. Prepare your thoughts in advance - but not a script

Preparation doesn’t mean memorising what you’ll say word-for-word. Instead, it’s about having clarity on:

The agenda of the meeting – Why has it been called? What are they trying to solve or decide?
Where you can contribute – What perspective, idea, or knowledge do you have that could move the conversation forward?

Write down a few bullet points or questions you might raise but avoid scripting your response. Over-preparing can backfire - you’ll sound less natural and more hesitant when the moment to speak arrives.

If you often find yourself waiting too long to contribute, plan your entry point by looking at the meeting agenda. For example, after someone presents data or before the group moves on to a new topic. Knowing when to step in can help you feel less pressured.

3. Anticipate pushback and prepare for it

One common fear is: What if someone disagrees with me? Instead of fearing disagreement, prepare for it. Ask yourself: If someone challenged this idea, how would I respond?

For example:

Your point: “I think we should trial shorter, more visual newsletters.”
Potential pushback: “But won’t that reduce our content depth?”
Your response: “Possibly - but research shows shorter emails often have higher click-through rates. We could test it for a month and review the results.”

When you’ve mentally rehearsed potential objections, you’ll find yourself less flustered and more prepared in the moment.

4. Find your "anchor ally"

Before the meeting, identify a trusted colleague who can back you up. Share your idea with them in advance, so they can reinforce your point if needed. This builds momentum and encourages others to engage with your thoughts.

During the meeting

5. Find your entry point

The hardest part of speaking up is often finding the right moment. It’s easy to feel like the conversation is moving too quickly or that you’ll interrupt someone.

A few tricks to help you jump in:

Use affirming phrases as a springboard. For example:

“I really like what you said about X — it made me think about Y…”
“Building on what you mentioned, another thing we could consider is…”
“I had a slightly different thought on that — what if we tried…”

Don’t apologise for speaking. Avoid phrases like “Sorry, just a quick thought…” or “This might not be a good idea but…”. Instead, lead with strength: “One thing I’ve been thinking about is…”

The key is not to wait for the perfect pause. If you have something valuable to say, step in confidently. Conversations are meant to jump from one thought to another - it’s okay if it’s not always seamless.

6. Keep it concise and clear

When you finally speak, get to the point quickly. Long-winded explanations can make you lose your audience. Instead:

State your point clearly (one sentence).
Add a brief supporting point if needed (one or two more sentences).
End with a soft close (e.g. “I’m curious what others think about that”).

For example: “I think it’s worth exploring a new social media platform - TikTok’s been showing promising results for similar brands. I’d love to hear what others think.”

Your goal isn’t to say the most brilliant thing ever. It’s simply to add value to the conversation.

7. Handle nerves in the moment

If you feel your heart racing when you’re about to speak, use one of these grounding techniques:

Take a sip of water – It buys you a few seconds to collect your thoughts.
Lead with body language – Plant your feet firmly, sit upright, and keep your hands visible. Using deliberate gestures and maintaining eye contact conveys assurance, even if you’re feeling uncertain inside.
Breathe in, then speak on the exhale – This reduces shaky voice syndrome.

Pause briefly before speaking - Don’t rush to fill silences; a calm, measured pace draws attention to what you’re saying and gives greater impact.

And remember: the people in the room want to hear from you. Your input matters - don’t let nerves convince you otherwise.

8. Ask questions

Questions can be just as powerful as statements. Posing insightful queries like "How do you see this impacting our timeline?" invites discussion while positioning you as thoughtful and engaged.

After the meeting

9. Follow up strategically

If your idea didn't gain traction, don’t be discouraged. Follow up via email to clarify your points, offer additional insights, or propose next steps. This shows ongoing initiative and keeps your contribution visible.

A few ways to do this:

Send a follow-up email: “Following up on my point about testing new subject lines - I’m happy to gather some examples to get us started.”
Share your meeting notes: This shows you were paying attention, even if your contribution was less.
Book follow-up meetings: If a colleague seemed receptive to your ideas, schedule a chat to expand on your thoughts. Building these one-to-one connections can increase your influence over time.

10. Reflect and refine

After each meeting, reflect on what worked well and what you might improve. Did your timing feel right? Were your points clear? Treat each experience as a chance to refine your approach. Confidence isn’t built overnight - it’s built through repetition. The more you contribute, the easier it becomes.

Here’s a secret: the most confident people in meetings aren’t always the smartest or most experienced. They’re simply the ones willing to contribute, even if their idea isn’t fully formed. By preparing intentionally, presenting with clarity, and following up thoughtfully, you’ll find your ideas gaining the recognition they deserve.