How to be heard in a global meeting is something that is asked every day in every country. As the world becomes increasingly interconnected, it is more common than ever for professionals to take part in meetings with people from different backgrounds, languages and cultures. With this comes both opportunity and complexity.

How can you ensure that you and everyone else are heard in a global meeting?

How can you make the most of these valuable interactions and contribute effectively, regardless of time zones, language ability or cultural expectations?

Ways to be Heard in a Global Meeting

Introduction

When you are about to start or join a global meeting which includes participants from diverse locations and cultures, there are a number of practical steps you can take to improve communication and understanding. This article looks at ten ways to be heard in a global meeting and provides strategies for ensuring that the meeting is both successful and productive. These ten strategies to be heard in a global meeting aim not only to support individuals who wish to contribute more effectively but also to help organisers foster inclusivity and clarity for all.

1. Promote Meeting Equality

Meeting equality is about creating an environment in which everyone has a fair chance to speak and be heard. In global meetings, differences in culture, hierarchy and communication style can result in unequal participation. Some individuals may speak confidently and frequently, while others may hesitate to contribute due to uncertainty or perceived power differences.

To promote equality, set expectations at the beginning of the meeting. For example, the chair of the meeting (person leading the meeting) could say:

“We would like to hear from everyone, so we will go around the table to give everyone an opportunity to share their view.”

You can also use structured approaches such as round-robin sharing or assigning roles throughout the course of the meeting, like note-taker or timekeeper, to encourage balanced contributions.

2. Create Opportunities to Hear from Everyone

Deliberately making space for each person to speak is a fundamental part of inclusive meetings. It is helpful to ask open-ended questions and then wait a little longer than usual for a response, especially if participants are communicating in their second language.
Using digital tools such as chat boxes, polls or collaborative documents can give quieter participants an alternative way to contribute. For example, you might say:

“If you have any thoughts but prefer to write them, please share in the chat and I will make sure they are read out.”

3. Ensure Everyone Participates

Participation can be encouraged in subtle and respectful ways so that everyone can be heard in a global meeting. Address people by name and invite them into the conversation without putting them on the spot. For instance:

“Pieranne, you have experience in this area; would you like to share your view?”

This lets others know their perspective is valued.

Additionally, follow up with participants who have not spoken:

“We haven’t heard from everyone yet; would anyone like to add to this before we move on?”

This approach can gently remind attendees that their input is welcome and important, and that they don’t need to wait until everyone else has spoken.

4. Use Active Listening Techniques

Active listening is crucial in any meeting but especially in a global setting. It shows respect and helps to clarify meaning and so ensure that everyone is heard in a global meeting. Repeating or paraphrasing what someone has said can demonstrate that you are listening and can confirm understanding.
For example, if someone says,

“I think we need more data before we decide,”
you might respond,

“So, you’re suggesting we pause decision-making until we have more information, is that correct?”

Non-verbal cues also play a role, even in virtual settings. Nodding, smiling and using affirming language like “I see” or “That’s interesting” can help build connection and confidence.

5. Allow Time for Reflection

Some cultures value fast-paced discussion, while others prefer time to reflect before speaking. To respect this, build pauses into the agenda and when you speak to ensure that all participants are heard in a global meeting. You might say:

“Let’s take a minute to think before we share our views on this.”

Alternatively, share materials and questions in advance, allowing participants to prepare. This is particularly useful for those who are less confident in the meeting language or who process information more thoughtfully.

6. Respect Cultural Norms and Create Comfort

Culture influences how people interact in meetings. For instance, in some cultures it is normal to interrupt or speak assertively; in others, deference and harmony are prioritised. Being aware of this helps avoid misunderstandings.

You can create cultural comfort by learning about your colleagues’ norms and making space for differences. If you create cultural comfort, you will ensure that all are heard in a global meeting. For example, if silence is part of respectful communication in one culture, avoid interpreting it as disengagement.

It is also helpful to provide a short cultural orientation when new teams come together. A statement like,

“Our team includes people from many backgrounds, so let’s be mindful of different ways of communicating”

can help set the tone.

7. Clarify and Confirm the Meeting’s Goals

Ambiguity can lead to confusion, especially when language barriers are present. Start each meeting by stating the purpose and the expected outcomes clearly. Ask participants to confirm their understanding.
For example:

“The goal of today’s meeting is to decide on the product launch timeline. Does everyone agree and is that clear?”
Reiterating the aim throughout the meeting helps keep the group focused and aligned.

8. Address Hierarchy Thoughtfully

In some regions, such as parts of Asia or the Middle East, it is common for more senior individuals to speak first or dominate the discussion. This can lead to an imbalance if others do not feel able to contribute openly.
If you are aware of such expectations, consider how to respect them while still encouraging broad participation. For example:

“Let’s begin with our director’s view, and then I’d like to hear from each team member.”

This honours hierarchy without silencing others.
Communicating these expectations to the wider group helps manage misunderstandings. If someone from a less hierarchical culture dominates early, they may need guidance:

“In this team, we usually hear first from senior leaders, then open up the floor.”

9. Handle Dominant Speakers with Sensitivity

In every meeting, there is a risk that one or two individuals speak too often. In global meetings, this can be complicated by cultural norms: in some places, speaking frequently is a sign of engagement; in others, it may be seen as disruptive. So, how can you ensure that everyone is heard in a global meeting? If someone is speaking too much, acknowledge their contribution first:

“Thank you, Maurizio, for your detailed input.”

Then invite others to speak:

“Let’s pause here and hear from a few others before we return to this point.”

Private feedback may also be needed. Say something like:

“You bring valuable insights. I also want to ensure we have balanced voices in our meetings. Can you help by giving others space to contribute too?”

10. Support Those Speaking a Second Language

Many participants in global meetings are communicating in their second or third language. This can be challenging, especially when complex topics or idiomatic expressions are used.
Speak clearly and avoid slang, jargon or fast speech. Use simple sentence structures and pause between ideas to allow processing time.
Encourage others by being patient and supportive. If someone is searching for a word, wait or gently prompt. You might also repeat their points for clarity:

“Just to summarise, Ana suggests that we delay the report until next week.”

Where possible, share notes or recordings after the meeting. This helps participants review the discussion and ensures nothing important is missed.

Conclusion to How to be Heard in a Global Meeting

Being heard in a global meeting is about more than speaking loudly or frequently. It requires awareness, respect and deliberate action to create space for everyone. By promoting equality, encouraging participation, respecting cultures and clarifying expectations, you can help ensure that all voices are heard and that the meeting achieves its goals.

These ten strategies can be applied by anyone, whether you are leading (chairing) the meeting or simply attending. With practice and sensitivity, global meetings can become more inclusive, productive and enriching for everyone involved.

Further Reading

Names Globally – How to Respect Everyone’s Culture
Twelve innovative ways for native English speakers to be clearer

Resources

Harvard Business Review –Research: How Cultural Differences Can Impact Global Teams

MindTools – How to Build and Lead a Global Team

Amy C. Edmondson – The Fearless Organization: Creating Psychological Safety in the Workplace

Toastmasters International – Speaking to Diverse Audiences

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