Cheeky Logo
Ready To Get Hired?
Apply To Book A Free Call With Our Transition Specialist Team

5 Ways To Be Professional And Assertive In Business Meetings

In my first industry position, I was assigned the task of representing other team members at department meetings.

I took the notes from our smaller meetings during the week and brought important issues to the larger department meetings twice a month.

This method was meant to minimize our overall meeting time.

I remember going to the big meeting room with at least 10 other people, most of whom ignored me.

As they talked amongst themselves, an agenda was passed out and I saw that my department report was fifth down.

I was intimidated by how much of the ensuing discussion was beyond my job scope and wondered how I was going to contribute.

Nevertheless, I had my notes and waited my turn.

I watched the time tick by until there were just 15 minutes left.

We were still on the third item!

I began to panic — my job was to represent my team in this meeting and I was failing.

The meeting ended with the moderator saying that anything we didn’t get to we will address next time or handle “offline.”

I went back to my team feeling like an utter failure.

My boss said he wasn’t surprised I didn’t get the chance to speak.

He explained that the agenda is useless because no one tracks time.

“You have to jump in where you can. Don’t wait for your turn.”

It took another four meetings before I finally got the nerve to speak up.

The learning curve was steep, but I eventually became effective in those meetings by learning how to be more assertive.

Meeting are the place to demonstrate what you can contribute to the project

Why Meetings Are An Essential Element Of Industry

According to a survey from AtTask, employees spend about 40% of their working hours in meetings.

This makes meetings vital to success, even while many people malign their effectiveness.

Most of us in academia, industry, or otherwise, have sat through meetings while mentally tallying up the things we could be accomplishing at that moment.

With all their efficiency shortcomings, no email exchange, instant message, or app replaces the meeting as a mainstay of collaboration.

It’s pretty simple — when more than two people are working on a common project, their disparate talents have to be organized.

This is how we maximize the strengths and mitigate the weaknesses of our teams.

According to Inc., meetings are essential for doing work, creating plans, and fueling collaboration.

Our participation in meetings is where a lot of our team value manifests.

The meeting is the place to demonstrate what you can contribute to the project and get the information you need to do your job.

If you are not assertive in that one hour every week, your actual or perceived production the rest of the week may suffer.

Being more assertive and comfortable in that setting is important to your overall success.

But it’s also important to remember that the meeting is not a measure of your ability, it is simply a cultural mechanism, a tool, you can learn to use.

Every business has its own organizational culture, but there are steps you can take to become more assertive in meetings, no matter how they are run.

5 Ways PhDs Can Be More Assertive In Business Meetings

Many PhDs may groan at the prospect of a meeting with their supervisor or thesis committee.

It is precious time away from the bench.

It does not feel productive and often times you leave feeling like your ideas were never heard or that you are more confused than ever.

If you want to be successful in industry, you must learn to deal with meetings.

A typical day for a research scientist will involve attending team and/or company meetings.

It is where topics are discussed, debated, and decided.

If you sit idly by, simply watching the clock run down, you will never become a part of the team, let alone move up the corporate ladder.

While every business has its own organizational culture, there are steps you can take to become more comfortable and assertive in meetings, no matter how they are run.

Here are the top five…

1. Speak up.

If you often find yourself waiting to find the right time to chime in and that time never seems to arrive, try to be the first to speak.

Speaking right away is especially useful if the meeting doesn’t have a formal agenda, or if the agenda is being ignored.

Introduce your topic while the air is clear to avoid the perpetual wait for the right moment.

The worst that can happen is that you may be asked to wait, but you’ll have already staked a claim in the meeting.

When you’re not assertive, you settle for things.

You have a high tolerance for doing things even though it makes you unhappy.

But you’re a PhD and your opinions matter.

You have value to add in any position at any company.

Mustering up the courage to speak up during a meeting can be the difference between heading a project and being on the sidelines.

If you know a colleague who is more assertive, they can get the ball rolling for you

2. Use the buddy system.

Sometimes people hold back in meetings because they are uncomfortable with the situation, either because they don’t know anyone who is present or they are afraid of what everyone might think.

Does that sound familiar?

PhDs are not the only ones that can suffer from imposter syndrome.

It happens in all ranks of business.

It can help to get to know people on your team so you feel more comfortable with them.

Especially during your first months in an industry position, you have the opportunity to network with as many people as possible in the company.

Introduce yourself to everyone you meet, and start to learn and observe.

Then when a meeting is scheduled where you have an important topic to discuss, work with a colleague in the meeting who can bring you into the conversation.

If you know someone who is more assertive, they can get the ball rolling for you… “I think we need to push out our deadline and Joe has more insight on this.”

If you have a problem speaking in groups, direct your comments or questions directly to your colleague to improve focus.

3. Do your homework.

Before a meeting, set goals for yourself and stick to them.

Come to the meeting with notes.

Even if you don’t use them, the physical act of writing them down and having your priorities in front of you can improve your comfort level.

Rehearse what you are going to say and how you will say it beforehand.

Think about what the reaction to your topic may be — both positive and negative — and plan how you will respond to the feedback.

It is similar to (but not as intensive as) preparing for your thesis defense.

Yes, you practiced your presentation, but then you spent even more time preparing for the questions from your examining committee.

Being prepared can free up your energy to assert yourself in the meeting.

Being unsure of the content of your contribution is self-sabotage.

Remember, you are important to the team and this is the place to demonstrate that.

Prepare to deal with colleagues who are more aggressive than assertive

4. Plan for persistence.

You might have to step on the end of someone’s comment to get yours heard.

You might be ignored, or get asked to wait.

Politeness and assertivenes can co-exist but if your company culture places more value on assertiveness, you need to be strategic about your response to being shut down.

Depending on the situation, it is important to choose which battles to fight and which to find an amicable compromise.

Be prepared for dealing with colleagues who are more aggressive than assertive.

If someone else’s behavior puts you on the defensive, you won’t be at your best.

It is important to separate emotions from business.

Do not take feedback, that you perceive as negative, personally.

Likewise, do not try and stoop to their level by trying to imitate someone else’s behavior.

You can become more assertive while still being true to who you are and your own values.

5. Know your body language.

Do you fidget? Slouch? Avoid eye contact?

Ask colleagues and friends for feedback.

There is immense value in watching a recording of yourself in group meetings or presentations.

If you don’t have access to that, simply being aware of the tendencies you want to change can help to create those changes.

According to Amy Cuddy, assistant professor at Harvard Business School, body language not only influences the people around us but also our own body chemistry.

Practicing these physical exercises can boost the hormones that encourage confidence.

If you click pens, tap your foot, or fiddle with jewelry, address these things before the meeting.

Don’t wear jewelry, leave that pen behind, or consciously decide to keep your foot in one place during the meeting.

Meetings, with all their faults, are essential to getting work done in industry.

Passing trends and tricks try to replace meetings as we know them, but they are here to stay!

Nothing replaces face-to-face interaction. Meetings are your opportunity to find your voice and make your unique contribution. In academia, any time away from doing research was perceived as a waste of time. In industry, effective meetings are the lifeblood of moving projects forward. If you want to make a good impression with your team and your managers, you have to be both professional and assertive. The common trap of hiding behind computer screens and piles of work is not going to help you be successful in industry. Raise your visibility in the company by being assertive.

If you’re ready to start your transition into industry, you can apply to book a free Transition Call with our founder Isaiah Hankel, PhD or one of our Transition Specialists. Apply to book a Transition Call here.

Book a Transition Call
Get Free Job Search Content Weekly

ABOUT BECKY PAPP, MBA

Becky is a project and change manager with 20 years of experience in fields ranging from healthcare to IT. As a community activist, she was recognized by the Phoenix Business Journal as a Community Hero, AZ Top Tech Exec awards in 2018. Becky has a BA in Philosophy, an MBA, and is a Certified Scrum Master.

Becky Papp, MBA

Similar Articles

3 Entry-Level PhD Jobs Pay Six Figures A Year

3 Entry-Level PhD Jobs Pay Six Figures A Year

By: Isaiah Hankel, PhD

I was determined to stay in academia… until I wasn’t.  It took almost six years for me to reach the conclusion that academia just wasn’t for me.  My PhD defense was just a few months away, and I can’t lie: I was literally willing myself to stick it out. But what about after that? Professorship had been the goal for me before I ever even enrolled in college. It had been my dream. I had absolutely no idea what to do if it wasn’t going to teach. I knew what I didn’t want: I didn’t want to be tethered to…

5 Positions In Biopharma Perfect For Any PhD

5 Positions In Biopharma Perfect For Any PhD

By: Isaiah Hankel, PhD

It was by chance that I even considered a career in biopharma.  As far as I was concerned, academia was all there was. The world of industry was a big question mark to me, and that was fine. I found myself working on a postdoc, waiting for a tenure-track position to open up.  At first, it was exciting: a real, paying job as a PhD-level scientist. I showed up early, stayed late, and was happy to do it.  But a change happened, gradually. There was so much repetition in my day, and so much emphasis on performing tasks that required…

Top 5 Industry Career Tracks For PhDs

Top 5 Industry Career Tracks For PhDs

By: Isaiah Hankel, PhD

From the time I started graduate school, there was only one point in the future that I could focus on: the finish line. I was swept up in my own expectations and also caught up in what I thought was expected of me. But something I hadn’t given much thought to was what I actually wanted to do. I was about six months away from defending my thesis. That’s when I started to give some serious thought to what would happen after I added the “Dr.” to my name. It’s when I began to admit to myself that academia was…

Spin The Hard Knocks Of Academia To Your Advantage To Get Hired

Spin The Hard Knocks Of Academia To Your Advantage To Get Hired

By: Isaiah Hankel, PhD

Something that comes up a lot when I talk to new PhDs is that they think they don’t have enough on-the-job experience to apply for the high earning jobs they’re perfect for. I see this imposter syndrome prevent PhDs from even trying to apply for jobs – and puts a stop to their journey to getting hired in industry. So they settle.  For academia, where they don’t have job security.  For jobs that pay less and don’t value their abilities.  For a job they’re not interested in and don’t want, but they think it gets them “started” in industry when…

6 Rewarding Careers In Research Policy, Funding & Government

6 Rewarding Careers In Research Policy, Funding & Government

By: Isaiah Hankel, PhD

An indomitable spirit is a rare quality, but not among PhDs. Perseverance is a prerequisite that comes standard with every doctorate.  It seems like there’s no shortage of things that can stand in the way when you’re pursuing a terminal degree. Yet I’ve only met a handful of PhDs who weren’t cut out for the hardships of academia. They made it past the gauntlet of frustrating academic advisors, endless hours in the lab, and year upon year of compounding stress. But there are some things that arise that you simply can’t prepare yourself to push through. Sometimes life happens. PhDs…

Best Of Transition: Ph.D. Jobs & Job Search Strategies January 7, 2023

Best Of Transition: Ph.D. Jobs & Job Search Strategies January 7, 2023

By: Isaiah Hankel, PhD

Every week, we at Cheeky Scientist scour the Internet for the best articles on topics that help in the search for the Best of Transition: PhD Job Search in the industry. Our two consultants independently search for the most informative articles in the categories of networking, CVs/resumes, interviews, transferable skills, academic blues, industry positions, and business acumen. Our consultants vote on a top article for each category and a top overall article for the week – if it’s a recent article that can help readers find and acquire PhD jobs, then we want to include it in this weekly digest.…

4 Red-Hot Intellectual Property Positions For PhDs

4 Red-Hot Intellectual Property Positions For PhDs

By: Isaiah Hankel, PhD

I just got off the phone with an old friend of mine.  We were researchers at the same lab back in our university days. We had lost touch, but when he found me on LinkedIn I couldn’t wait to hear what he’s done since graduation.  He told me he had not wound up in chemistry, which had been his major. Biomolecular chemistry, he reminded me. Instead, he decided to pursue a career in patent law.  Here’s his transition story: I was in the process of earning my PhD in biomolecular chemistry. That’s where I learned that patents were unrecognized by…

4 Oddly Popular PhD Careers In Finance And Business

4 Oddly Popular PhD Careers In Finance And Business

By: Isaiah Hankel, PhD

PhDs in the sciences and humanities are not qualified to work in finance or business. At least that’s what I thought. That was until I started hearing more of my former colleagues talk about their transition into consulting and financial service roles. These were people who specialized in very niche areas of science. I was surprised to learn that their skills were needed in the financial and business sectors of industry. What can a PhD in the sciences or humanities possibly contribute to finance and business? As always, it comes down to your transferable skills. These sectors are seeking highly…

PhD Careers In Clinical, Medical, And Regulatory Affairs

PhD Careers In Clinical, Medical, And Regulatory Affairs

By: Isaiah Hankel, PhD

I was defending my PhD in 6 months, and I still had no idea what I wanted to do. What job did I want? Where did I see myself in 5 to 10 years? My goal was to get out of academia and into industry – and as quickly as possible. Beyond that, I hadn’t thoroughly considered my options. In fact, when I finally sat down to apply for jobs, I blindly searched for open positions using standard terms: “Researcher,” “Scientist,” “Biologist,” and so on. As a science PhD, that’s what I was qualified for, right? What I didn’t appreciate…

Top Industry Career eBooks

63 Best Industry Positions For PhDs

63 Best Industry Positions For PhDs

Isaiah Hankel, PhD & Arunodoy Sur, PhD

Learn about the best 63 industry careers for PhDs (regardless of your academic background). In this eBook, you will gain insight into the most popular, highest-paying jobs for PhDs – all of which will allow you to do meaningful work AND get paid well for it.

Industry Resume Guide for PhDs

Industry Resume Guide for PhDs

Isaiah Hankel, PhD

Learn how to craft the perfect industry resume to attract employers. In this eBook for PhDs, you will get access to proven resume templates, learn how to structure your bullet points, and discover which keywords industry employers want to see most on PhD resumes.

AI & ATS Resume Filters

AI & ATS Resume Filters

Isaiah Hankel

In today's competitive job market, understanding the impact of AI is crucial for career success. This involves ensuring your resume stands out in the digital realm, mastering your online presence, and being aware of how AI assigns reputation scores. Discovering how to leverage AI to your advantage is essential, as it plays a pivotal role in shaping professional opportunities.

Complete LinkedIn Guide For PhDs

Complete LinkedIn Guide For PhDs

Isaiah Hankel

The LinkedIn tips & strategies within have helped PhDs from every background get hired into top industry careers.