Work meetings can be difficult to follow when several people speak, the room is noisy or you cannot see everyone clearly. A few practical changes can make it easier to keep up and take part. If you are regularly struggling to hear colleagues, consider arranging a hearing assessment as well as trying meeting adjustments.
Why meetings can be hard to follow
Meetings often combine several listening challenges: people speak from different directions, voices overlap, microphones pick up room noise and important details may be shared only once. Video calls can add poor sound quality, small faces on screen and captions that get names or figures wrong. You may find yourself concentrating so hard on each sentence that it is difficult to think about what you want to say next.
Having trouble in meetings does not tell you what is causing the problem. Hearing changes can have different causes, so do not rely on a device or an online article to diagnose them.
Before the meeting
Tell the organiser what makes meetings easier for you. You do not need to give a long explanation. You could ask for an agenda in advance, a quieter room, good lighting and a seat where you can see the people speaking. For a group discussion, a U-shaped or semi-circle layout can make it easier to see faces.
For online meetings, ask people to use a clear microphone, turn on their cameras when practical and avoid joining from noisy places. Check whether the meeting software has captions, transcripts or a chat function. If the meeting is important, ask for slides or key documents beforehand so you have context for unfamiliar names and terms.
During the meeting
Agree that people will speak one at a time. If several people jump in together, ask the chair to pause and bring the discussion back to one speaker. Make sure the person speaking faces the group and has their face visible. Clear, natural speech is more useful than shouting or exaggerating mouth movements.
If you miss something, ask for it to be repeated or put another way. You can also ask the speaker to write a name, number or decision in the chat. Automatic captions can help, but they are not always accurate, so check important details rather than assuming the transcript is correct.
After the meeting
A brief written summary of decisions, deadlines and who is doing what can help everyone. If you are unsure about an action, check it in writing while the discussion is still fresh. This is a practical meeting habit, not a substitute for any communication support you may need.
Talk with your manager about what works
If hearing difficulty is affecting your work, consider speaking with your manager or HR contact. Explain which situations are difficult and suggest changes you would like to try. Needs vary from person to person, so it can help to review together whether room changes, meeting practices, captions or other support are useful. RNID offers guidance for employers and staff on accessible meetings and workplace communication.
If you think your hearing is getting gradually worse, the NHS advises speaking to a GP. Seek urgent GP or NHS 111 advice for sudden hearing loss, hearing that worsens over days or weeks, or hearing loss with earache or discharge. A personal sound amplifier is not a hearing assessment or a substitute for professional advice.
Frequently asked questions
Should colleagues simply speak louder?
Not necessarily. Speaking clearly while facing you, reducing background noise and taking turns may help more than shouting. Ask the person what works best for them.
Are live captions always accurate?
No. Captions can be useful, but automated captions may make mistakes. Confirm important names, figures and decisions.
What should I say to my manager?
Describe the situations that are difficult and ask to discuss practical changes. For example: ‘I follow meetings better when I can see each speaker and have the agenda beforehand.’
Information only. If you are concerned about changes in your hearing, seek advice from a GP or hearing professional.
Sources: RNID, Make your meetings deaf aware: https://rnid.org.uk/employers-and-professionals/accessible-meetings/ | NHS, Hearing loss: https://www.nhs.uk/conditions/hearing-loss/
