We’ve all endured those soul-crushing meetings, and perhaps even led a few. As leaders, we need to actively facilitate and be more than “presenters of information” –we are guides who elicit contributions from others so decisions are more informed and we can avoid blind spots. Whether virtual or in-person, this post offers a practical framework to transform your meetings into engaging, participatory sessions that achieve results and avoid common pitfalls.
The crucial first question: Is this meeting truly necessary? Attendance should be driven by a clear purpose and a meaningful role for each participant. If the primary goal is simply to share information, email is preferred as it allows individuals to absorb information at their own pace. Inviting people to a meeting implies they have an active part to play – their concerns need to be heard, their feedback is valuable, and their buy-in is essential.
Next, create an inclusive space for everyone to contribute ensuring their voice is heard. This is the tricky part—some individuals are naturally hesitant to speak in groups, while others struggle to break through dominant voices (remember, extroverts often ‘talk to think,’ while introverts prefer to ‘think then talk’). Ultimately, fostering psychological safety is key to unlocking genuine participation from everyone.
Here are some ideas to increase participation in meetings (and increase psychological safety):
- State the meeting’s purpose (e.g., ‘Purpose: Review proposed changes and agree on final steps and timeline’). This immediately clarifies the value of participants’ attendance and potential contributions.
- Create an agenda. The agenda provides a roadmap to achieve the meeting’s purpose, offering participants a sense of control and understanding of the meeting’s flow.
- Structure the meeting to enable people to think before contributing and create safety:
- Round Robin Brainstorming (with a Focus): Have participants individually list their ideas, then have each person share their top 1-2 until all ideas are shared.
- Silent Brainstorming with Post-it Notes: Ask participants to jot down one idea per post-it note (Zoom Whiteboard, Microsoft Teams, Google Jamboard, etc. have virtual post-its).
- Collaborative Idea Clustering: Participants can then post their notes on a shared space and collaboratively group similar ideas.
- Anonymous Idea Sharing: For potentially sensitive topics, the facilitator can collect and post the notes, clustering them without attribution, fostering greater psychological safety.
- Think-Pair-Share: Begin with individual reflection time, followed by sharing ideas in pairs or small groups before opening it up to the larger discussion (if the meeting is virtual this can be done in breakout rooms). This allows individuals to refine their thoughts and build confidence before speaking to the whole group, potentially finding allies for their ideas.
- Model Inclusive Behaviors: Leaders can practice active listening, ask clarifying questions and acknowledge differing points of view. They can redirect the conversation toward objectives, quiet the over-talkers and draw out the more silent. They can also set the stage by stating that they are open to feedback and acknowledging vulnerability.
Implementing even one of these strategies can significantly boost participation and lead to more productive, engaging meetings.
For leaders who want to improve the effectiveness of their meetings, coaching is a great resource!