How to introduce yourself in a meeting can be somewhat tricky, because what you express should depend on the situation. Your introductions about yourself should depend on whether you are about to giving a speech, attending a conference as a resource person or just a simple introduction in meeting a new person. It is essential that you have to make introductions in a proper manner and in a way that people will remember you and even like you.
How to Introduce Yourself in a Meeting
Start with a sincere smile
Smile is the best way to send your message. Your body language is considered as the simplest form of communication. The way you look and smile may signify uneasiness, confidence or happiness. Practice the way you smile before you introduce yourself, your smile should be sincere and not silly.
Standing up will allow you to get more attention especially when you are in a crowd. It signifies that you are a bearer of a very important message. While you are standing, remember to always have a good posture because it symbolizes confidence while slouching may result to negative image.
Send greetings to the group
Sending greetings to the group may depend on the situation. A greeting of “welcome” or “good morning” is a good way to start the introduction in a friendly manner. If you are in an informal gathering, a simple “hello” is appropriate. As you send your greetings to everyone, make an eye contact to show your interest.
Identify yourself by giving relative information like your name and other related details. If you are in a school meeting, introduce yourself and the name of your child. If you are attending a work related meeting, introduce yourself and the reason why you are at the meeting. Do not give details that are irrelevant to the gathering.
Engage the group
Engage the group by delivering your statement in brief and concise manner. In a meeting, first impression is essential. Avoid having long introductions since it may result in negative image.
Guidelines of How to Introduce Yourself in a Meeting
Prepare a script for yourself
Having a script will yield good results. Include in your script the outline of what you do. Other presentations can focus on the aspect of your service or product. The script for yourself should include your real name, profession or service, brief description of your profession or service and give a benefit statement about your profession or service. After letting the crowd know this information, you can state your name again so they will remember your identity and profession or service.
Attend a business meeting with your best suit. Along with the suit, remember to groom properly. Make sure that you have a good haircut before you attend a big meeting. When it comes to your clothes, do not settle for good, it should also be comfortable. Avoid wearing clothes that are too tight or too loose. For women, just wear shoes that are comfortable. Do not wear high-heeled shoes that are too high. Remember to apply antiperspirant in both underarms.
Stretch your muscles
Presenting yourself properly is directly affected by your state of being. If you have tight muscles during a presentation or a meeting, you will likely have a poor performance since it will show in your posture and presentation. It is essential that you stretch your muscles and have a warm up. Stretch the arms, legs, neck and back. Having relaxed muscles will make you appear smoother, confident and relaxed. Warming up your voice before you start is also good before you begin.
Eat before a presentation
Attending a meeting with your stomach growling is not a comical situation, instead, it is a sign of unprofessionalism. Eat first before you attending a meeting or starting a presentation. Eating is also important to fuel your body as you go through the process. Not enough intake of calories before a major presentation is not a good choice. However, do not overdo it since it is not good to have a gurgling stomach or to call a bathroom break in the middle of a presentation.
Prepare your props properly
In preparing for your props, do not forget even the smallest details. If you intend to use an easel and whiteboard, check that everything is working. Invest in a clean and sturdy whiteboard to have your presentation. A cheaper ones may not work on your presentation. If you have some handouts, make sure that you distribute it to each audience. The handouts should be collated, pre-stapled and neatly stacked. If you plan to drink while having presentation, do not use any sports bottle, prepare a clean and simple glass.
Avoid spelling errors
The fastest way to lose attention in a meeting or presentation is having handouts that are full of spelling errors. Your audience may be forgiving in sentence structures but they will lose interest if there are spelling errors. Use your spell checker in word processor to check your work. If you are not familiar with proper spelling, ask for someone to check your resume, handouts and presentations.
Keep your phone on silent mode
People attending the meeting is not interested to know how many calls and texts you received. It is also very unprofessional to stop in the middle of a meeting just to answer a phone. Emergency situations as your wife will give birth can be an exemption and you have to explain to your audience if you have a pressing matter, so that they will understand why you have to answer a phone call. Otherwise, it is best that you keep your phone on silent mode.
Follow your schedule
In business, time is money. People are paying you to have your services but they also have work to do on their own. Follow your schedule, not too early or too late. The company pays you and do not shortchange them. If you will have an interview, make sure that you do not act as if you have more pressing matters to do. Show that the most important thing to do for you is the interview. Arrive early and be prepared to start at the slotted time for you.
Planning ahead will minimize the risk of possible problems during the presentation. Do not depend on the host to provide what you need. If you plan to use your laptop and the projector, bring any connectors with you as well as extra battery and AC adapter. Planning ahead also means that you get the number of possible attendees to make sure that you provide enough supplies of handouts for everyone. Bringing digital copies stored in a flash drive and a CD is also necessary, just in case problems arise.
Be familiar with your audience
One of the suggestions when you were in school is not to write cover letters that begin with “to whom it may concern”. In presentation, being familiar with your audience is also essential. This is important when you deliver a presentation in a meeting. If you’re having a presentation to Linux administrators, never speak to them about Windows. If you speak to Windows administrators, never discuss anything to them about Linux. Knowing your audience before the presentation is important and may yield positive results.
Avoid too much humor
A little humor is necessary to break the ice and connect with the audience; however, avoid being a comedian. Too much humor may be unprofessional and more of a clown. You can deliver little humor to relax a situation, but never make yourself a jokester. If you present yourself in a comedic way, no one will take you seriously when it is called for. You may not be as funny as you think, so just let the professional comedians do their tricks.
Dos and Don’ts
Know the meeting agenda and make sure that you are aware of the goals/objectives of the meeting.
Be ready for any discussion and conduct any needed research.
Make sure that you are on time. It is better if you are in the meeting area a couple of minutes before.
Greet everyone with simple hello and make introductions to anyone you don’t know.
Join in the meeting and focus on what is happening.
Think before you say anything and make sure that what you express is appropriate to the topic.
Ask the opinion of other people present in the meeting to know their thoughts.
Be responsible and finish any tasks that you were assigned.
Be late and disturb the meeting when you arrive.
Interrupt other people while they are talking.
Address the audience just to hear you talk.
Check your voicemails and emails while you are in the meeting.
Use your laptop, unless you have to take notes.
Express your anger by yelling and throwing things.
Put down the ideas of other members.
Use any body language, which expresses your displeasure like crossing your arms, rolling eyes and sighing heavily.