Meetings can make or break your professional reputation – especially early in your finance career. In Australia’s corporate culture, communication tends to be direct yet friendly . Grads and analysts are expected to contribute and collaborate, but common missteps can undermine your credibility. Below we highlight the most common meeting mistakes and how to fix them, drawing on expert tips from career coaches and recruiters. By avoiding these pitfalls, you can project confidence, communicate effectively, and impress colleagues in any internal or cross-functional meeting.

Mistake 1: Going in Unprepared

Showing up to a meeting without preparation is a recipe for embarrassment. Skimming the agenda as you walk into the room (or log on) means you’re reacting on the fly – and it shows. How to Fix: Do your homework before every meeting. Read the agenda and any pre-read materials well in advance, and jot down points you might want to address. In fact, never make your first read of the agenda at the door; instead, review everything carefully and note questions or comments beforehand . Recruiters advise that thorough prep instantly boosts your confidence – if you prepare fully for meetings, you’ll enter “from a position of strength,” ready to contribute meaningfully . Whether it’s an internal team huddle or a cross-department project review, a bit of advance preparation ensures you understand the context and have something valuable to say.

Mistake 2: Staying Silent and Not Contributing

It might feel safe to sit quietly, especially when you’re the most junior person in the room. But saying nothing can be a career killer. Meetings are a “professional stage” where colleagues assess your potential . If you never speak up, you miss the chance to demonstrate your knowledge and ideas. How to Fix: Aim to get your voice in the room early. Leadership coaches suggest trying to speak within the first five minutes – it shows confidence and sets you up as an active participant. You don’t need to deliver groundbreaking insights every time; even building on someone else’s point or asking a thoughtful question counts (more on questions in a moment). The key is to overcome the fear of being wrong. One KPMG Australia graduate admits, “I made a BIG mistake early on… I didn’t ask enough questions! I know it can be daunting as a fresh grad.” Take that lesson to heart: don’t be afraid to contribute or seek clarification. Australian business culture respects honest, respectful dialogue, no matter your level. As the Institute of Community Directors Australia puts it, “Don’t underrate the contribution you can make… DO attempt to make an active contribution to debates and discussions.” Your ideas and questions are often more valuable than you realize, and sharing them shows you’re engaged and proactive.

Mistake 3: Drowning Others in Jargon or Detail

Finance professionals sometimes forget that not everyone speaks the language of EBITDA, CAPEX, and ROIC. In cross-functional meetings with non-finance colleagues, overwhelming them with technical jargon or excessive detail is a fast way to lose your audience. The same goes for internal meetings – dumping data without context can cause confusion. How to Fix: Tailor your communication to your audience. Avoid acronyms or technical terms unless you’re sure everyone understands them. If you must use them, take a moment to explain (“In other words, our EBITDA – basically our operating profit – grew 5%”). Remember that terms which seem normal to you can sound like a “foreign language” to others , breeding confusion or even distrust. Instead, simplify your language to ensure everyone’s on the same page . Focus on key insights and the “so what” behind the numbers: how do the figures impact the project or decision at hand? By translating financial data into clear, actionable points, you’ll be seen as a business partner rather than a walking spreadsheet. This builds credibility across departments.

Mistake 4: Not Actively Listening (and Interrupting Others)

Eager to impress, some young professionals prepare what they’ll say and then blurt it out at the first chance – even if it means cutting someone off. On the flip side, sitting in a meeting but mentally checking out (or checking your phone) is equally damaging. Colleagues notice if you’re not paying attention. How to Fix: Practice active listening. Good communication isn’t just about talking – it’s about listening, too . Give speakers your full attention, maintain eye contact, and nod or give verbal cues to show you’re engaged . Avoid the temptation to formulate your reply while the other person is still speaking. If you have a point to add, wait for an appropriate pause or use a polite interjection like, “Could I add to that point?” Always avoid interrupting or talking over people – it’s seen as disrespectful. In fact, a key rule of meeting etiquette is “DON’T speak without listening or interrupt people when they are talking. DO ensure you give the views of each person respect and consideration.” By listening carefully, you’ll understand others’ perspectives better and your responses will be more on-target. Plus, when you do speak, others are more likely to listen in return.

Mistake 5: Undermining Yourself with Apologies or Weak Language

“Sorry, just a quick thought…”; “I could be wrong, but…”; “This might be a stupid question…” – If you recognize these phrases in your own vocabulary, it’s time to stop. Over-apologizing or constantly qualifying your statements can make you appear uncertain and erode your credibility. While humility is good, excessive apologizing is often interpreted as a lack of confidence or self-esteem . Paradoxically, studies find that you may even seem more blameworthy when you apologize unnecessarily . For example, don’t apologize for speaking up or asking a question in a meeting – you have a right (and often a responsibility) to contribute. How to Fix: Be mindful of your language. Strike phrases like “I’m sorry, but…” or “I’m no expert, but…” from your meeting speak. Instead, get straight to your point or frame it positively. For instance, instead of “Sorry, can I ask a question?”, try “I have a question,” or “I’d like clarification on…”. Save apologies for when they’re truly warranted (e.g. a mistake that impacted others) . Career coaches recommend substituting gratitude or solution-oriented language in place of reflexive apologies . If you’re late with a report in a meeting, rather than “I’m so sorry it’s late,” you might say “Thank you for your patience – here is the report.” This subtle shift still acknowledges the inconvenience but keeps the focus on moving forward. Finally, project confidence through your tone and body language: speak at a steady pace, keep your voice clear, and maintain your posture and eye contact . Even if you feel nervous, actingconfident (a classic “fake it till you make it” strategy) will lead others to perceive you as confident – and soon enough, you’ll believe it too.

Mistake 6: Sloppy Professional Etiquette

Sometimes it’s the simple things that trip people up. Showing up late to a meeting, waltzing in with your coffee after the discussion has started, or multitasking on your laptop can label you as unprofessional. Likewise, neglecting basic manners – not greeting attendees, failing to introduce yourself, or forgetting to mute notifications – can leave a poor impression. How to Fix: Always respect meeting etiquette fundamentals. Be punctual – ideally arrive a few minutes early, whether it’s in-person or dialing in on Zoom. As one Australian institute bluntly advises, “DON’T arrive late or leave early” . Timeliness shows you value others’ time. Once the meeting starts, minimize distractions: put your phone on silent and close unrelated laptop tabs. Give full attention to the person speaking (as mentioned in active listening). When you’re speaking, keep the group engaged – no reading straight off slides or mumbling into your notes. Also pay attention to your non-verbal communication: sit up straight, make eye contact, and avoid restless fidgeting. A firm handshake and a friendly greeting at the start (if it’s a new or formal meeting) go a long way in establishing your presence. Maintaining a professional image doesn’t mean being stiff or humorless – it’s about showing respect. In Australia’s relaxed business culture, a bit of friendly informality is fine, but always within the bounds of courtesy and respect . By demonstrating good etiquette consistently, you’ll build a reputation as a dependable and respectful colleague.

Mistake 7: Failing to Follow Up or Clarify Next Steps

Have you ever left a meeting unsure of what was accomplished or what you’re supposed to do next? It happens all too often – and junior staff might hesitate to speak up about the ambiguity. But letting a meeting end with vague outcomes can lead to missed deadlines, duplicated work, or issues falling through the cracks. How to Fix: Be the person who brings clarity. If you’re running the meeting, always recap decisions and assign action items before closing. If you’re a participant and the leader doesn’t do this, don’t be shy about asking for clarification. For example, you could say, “Before we wrap up, could we confirm each person’s next steps?” It’s a simple question that shows initiative and ensures everyone leaves on the same page. Experienced facilitators note that many meetings lack this follow-through, and someone who “takes the initiative to ask for next steps and assignments” is providing a valuable service to the team . You can even volunteer to send out a quick summary email of the decisions and tasks – this not only reinforces your understanding, but also puts you in a leadership light. Colleagues and managers will appreciate that you care about turning talk into action. Over time, being action-oriented will boost your credibility as someone who drives results, not just attendance.

Final Thoughts

Early-career finance professionals have a lot to juggle, but mastering meeting skills is one of the quickest ways to stand out (in a good way). Avoiding these common mistakes – and applying the fixes – will transform your meeting presence. You’ll communicate with more clarity, confidence, and credibility. Remember that in Australian workplaces, everyone’s perspective is valued, regardless of rank, as long as it’s conveyed respectfully . So speak up, listen well, be prepared, and mind your manners. By doing so, you’ll not only survive your meetings, you’ll shine in them – building trust and a positive reputation that will carry you far in your finance career.

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