Why Meetings Matter – And How to Excel in International Ones

Meetings are the heartbeat of organizational life. They’re where ideas are exchanged, decisions are made, and strategies are born. Done well, meetings strengthen teamwork, boost productivity, and even predict long-term success. Done poorly, they drain energy, create frustration, and slow down progress.

Research shows just how powerful meetings can be. In their study Meetings Matter, Simone Kauffeld and Nale Lehmann-Willenbrock found that constructive interaction in meetings, like problem-solving and action planning was directly linked to higher team satisfaction, productivity, and even organizational success up to 2.5 years later.

Why? Because meetings are not only scheduled conversations. They’re opportunities to align, inspire, and move forward as a team.

meetings play a key role in “building trust and rapport.” Without that foundation, even the smartest strategies can fail.

The importance of teamwork here cannot be overstated. Atlassian (an Australian-American software company that develops collaboration and productivity tools) notes: “Teamwork enhances personal growth.” A strong team environment not only makes collaboration more effective but also helps individuals develop their own skills, confidence, and career.

And trust is a vital ingredient. According to Workleap (talent management platform), meetings—whether one-on-one or with the whole team—play a key role in “building trust and rapport.” Without that foundation, even the smartest strategies can fail.

So, how can professionals, especially in tech and international contexts make the most of these moments?

Challenges for International Professionals

For many IT professionals, developers, and managers, international meetings come with added pressure:

• The need to explain technical concepts clearly across cultures.

• The fear of freezing up in English or being misunderstood.

• Navigating different communication styles and expectations.

It’s no surprise that many brilliant professionals leave meetings feeling frustrated, invisible, or overlooked. Not because of their ideas, but because of how they were (or weren’t) communicated.

frustrated, invisible or overlooked

Strategies for Being Successful in International Meetings

Here are a few practical methods that make the difference:

1. Prioritize Clarity Through Simplicity

Forget fancy grammar or long-winded answers. Use short, clear sentences (subject–verb–object). Think of it as applying the K.I.S.S. principle: Keep It Simple, Straightforward (or Keep It Simple, Stupid!).

Keep it Simple! Picture credit: Jen Rosenstein

💡 Example: Instead of “What I intend to demonstrate with this approach is…”, just say: “I suggest this approach because it saves time.”

2. Prepare for the “Worst-Case Scenario”

Meetings are unpredictable. Someone may ask you to clarify, challenge your idea, or put you on the spot. Having backup phrases avoids panic:

• “Let me put this another way.”

• “Here’s what I had in mind…”

• “Just to clarify, what I mean is…”

3. Master the Art of Respectful Disagreement

Respectful disagreement

Disagreeing doesn’t have to mean conflict. Use a positive-then-negative formula to stay polite and constructive:

• “It’s an interesting idea, but perhaps we should explore other options.”

• “Thank you for that point, but I see it differently.”

4. Adapt to Your Role in the Meeting

Each role carries different risks:

• Developers risk unclear tasks in sprint planning.

• Project Managers risk misaligned expectations in kickoffs.

• IT Managers risk losing executive buy-in if they use jargon.

Knowing your role’s risks and strategies ensures you come prepared.

5. Use Meetings as Visibility Builders

Hard work alone isn’t enough. Visibility (being noticed for your contributions) is equally important. A concise, well-placed comment or clear update during a meeting can establish you as reliable, prepared, and valuable to the team.

The Bigger Picture

Meetings are not just a group of people ticking an agenda. They are opportunities to grow, connect, and lead. They shape teamwork, organizational culture, and individual careers.

Whether you’re a developer explaining code, a manager driving strategy, or a consultant building client trust, your ability to communicate clearly in meetings is what makes your expertise visible.

Meetings are opportunities to grow, connect, and lead. They shape teamwork, organizational culture, and individual careers.

So next time you join that call or sit around the table, remember: It’s not only what you know. It’s how you share it.

Over to you, now: what would change in your career if you stopped surviving meetings… and started leading them with confidence?

P.S. 📘 If this resonates, you’ll find more strategies, tools, and real-world examples in my latest book: Easy English for IT written to help tech professionals become successful in international communication, not just “get by.”

Make Meetings Easy (again)!

Resources

Workleap: What is the purpose of a team meeting and when should you hold one https://workleap.com/blog/one-on-one-meeting-vs-team-meeting

Simone Kauffeld and Nale Lehmann-Willenbrock: Meetings Matter Effects of Team Meetings on Team and Organizational Success https://www.researchgate.net/publication/258187597_Meetings_Matter_Effects_of_Team_Meetings_on_Team_and_Organizational_Success

Atlassian: The importance of teamwork (as proven by science) https://www.atlassian.com/blog/teamwork/the-importance-of-teamwork

Easy English for IT: https://www.amazon.it/-/en/dp/B0FQK4K3L2/ref=cm_cr_arp_d_product_top (yes, it's in English!)