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How do you ensure everyone has a voice in decision making?

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As a people manager, you want to make sure that your team members feel valued, heard, and engaged in the decision making process. But how do you ensure that everyone has a voice, especially when you have a diverse, remote, or large group of people? In this article, you will learn some practical tips and strategies to foster a culture of collaboration, inclusion, and feedback in your team.

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Dorcas Oyebokun

Project Manager | Strategic Operations Manager | Driving Successful Projects and Optimizing Processes for Efficiency…

1 Why it matters

Giving everyone a voice in decision making is not only fair and respectful, but also beneficial for your team's performance, innovation, and morale. When you invite different perspectives, ideas, and opinions, you can make better, more informed, and more creative decisions. When you acknowledge and appreciate your team members' contributions, you can boost their confidence, motivation, and loyalty. When you create a safe and supportive environment for your team to speak up, you can foster a culture of trust, learning, and growth.

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Imelda Adamson Agars

Business Manager ~ Investment Property Manager ~ Mentor for Community Politics ~ Executive Director Customer Service ~ Storyteller ~ Out of Districts Progress Association Executive Committee Member
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Let's say you're a manager leading a project team at your workplace. In order to implement the principles of promoting collaboration, you schedule regular team meetings where everyone has the opportunity to share their thoughts and ideas on the project. During these meetings, you encourage the team to provide their perspectives on different processes. You actively listen to their suggestions, opinions, and concerns, and make sure that everyone feels valued and heard. This proactive effort will help create an environment where everyone's input is taken into consideration.

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2 Know your team

The first step to ensuring everyone has a voice is to know your team well. This means understanding their personalities, strengths, preferences, and communication styles. Some people may be more introverted, shy, or hesitant to share their thoughts, while others may be more outspoken, assertive, or dominant. Some people may prefer written, verbal, or visual communication, while others may have different cultural or linguistic backgrounds. By knowing your team, you can tailor your approach and methods to suit their needs and preferences.

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Imelda Adamson Agars

Business Manager ~ Investment Property Manager ~ Mentor for Community Politics ~ Executive Director Customer Service ~ Storyteller ~ Out of Districts Progress Association Executive Committee Member
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Here's a practical example of how this understanding can be put into action: Let's consider, for example, you have team members with communication styles. One of your team members, Sarah, is an introvert who tends to be more reserved during team meetings. However, she excels in written communication and often shares her ideas and thoughts through email or project documentation. To ensure Sarah's voice is heard, you might create a space for written communication where team members can share their ideas and suggestions anonymously. This allows Sarah to contribute without feeling self-conscious or overshadowed by more dominant team members.

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3 Set clear expectations

The next step is to set clear expectations for your team's participation and input in the decision making process. This means communicating the purpose, scope, criteria, and timeline of the decisions you need to make, and defining the roles and responsibilities of each team member. You also need to clarify how you will collect, evaluate, and incorporate their feedback, and how you will communicate the final outcomes and actions. By setting clear expectations, you can avoid confusion, ambiguity, and conflict, and ensure that everyone is on the same page.

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4 Use various methods

The third step is to use various methods and tools to solicit and facilitate your team's voice in decision making. Depending on the situation and the type of decision, you may use different formats and channels to gather and share information, such as surveys, polls, brainstorming sessions, focus groups, online platforms, or meetings. You may also use different techniques and strategies to encourage and support your team's voice, such as asking open-ended questions, paraphrasing and summarizing, acknowledging and validating, giving constructive feedback, or using the RACI matrix (Responsible, Accountable, Consulted, Informed).

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5 Be inclusive and respectful

The fourth step is to be inclusive and respectful of your team's voice in decision making. This means ensuring that everyone has an equal opportunity and access to express their views, and that no one is left out, ignored, or silenced. It also means listening actively and attentively to your team's voice, and showing genuine interest, curiosity, and appreciation. Furthermore, it means being respectful of the diversity and differences in your team's voice, and avoiding any bias, judgment, or discrimination.

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Dorcas Oyebokun

Project Manager | Strategic Operations Manager | Driving Successful Projects and Optimizing Processes for Efficiency and Excellence | SDG 4 & 5 Advocate
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In the pursuit of effective leadership, it is paramount to embrace inclusivity as this fosters an environment where every team member's voice holds equal weight in decision-making. By ensuring an open and respectful platform for expression, you tap into a diverse array of insights and also demonstrate a commitment to valuing each individual's perspective. Actively listening, appreciating differences, and eradicating biases are pillars of this inclusive approach, fostering a culture where everyone's voice is heard and valued.

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6 Follow up and follow through

The final step is to follow up and follow through on your team's voice in decision making. This means providing timely and transparent feedback and updates on the status and results of the decisions you made, and explaining the rationale and logic behind them. It also means acknowledging and celebrating your team's voice and contributions, and recognizing and rewarding their efforts and achievements. Moreover, it means acting on your team's voice and suggestions, and implementing and executing the decisions you made, or making adjustments and improvements if needed.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you ensure everyone has a voice in decision making?

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3

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1 Why it matters

2 Know your team

3 Set clear expectations

4 Use various methods

5 Be inclusive and respectful

6 Follow up and follow through

7 Here’s what else to consider

People Management

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How do you ensure everyone has a voice in decision making?

1

2

3

4

5

6

7

1 Why it matters

2 Know your team

3 Set clear expectations

4 Use various methods

5 Be inclusive and respectful

6 Follow up and follow through

7 Here’s what else to consider

People Management

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