As a facilitator, you want to encourage everyone to contribute their ideas and opinions in a meeting. But what do you do when a participant refuses to share, either because they are shy, bored, or disagreeable? Here are some tips to help you handle this situation and foster a more productive and inclusive dialogue.
The first step is to understand why a participant is not sharing. There could be many reasons, such as lack of confidence, interest, knowledge, or trust. They might also feel intimidated, overwhelmed, or offended by the topic or the group. Try to empathize with their perspective and avoid making assumptions or judgments.
The second step is to create a safe space for the participant to share. This means setting clear expectations and ground rules for the meeting, such as respecting different opinions, listening actively, and giving constructive feedback. You can also use icebreakers, warm-ups, or check-ins to build rapport and trust among the group. Additionally, you can offer different ways for the participant to share, such as writing, drawing, or using chat or polls.
When it comes to leading a facilitation workshop and seeking ideas from different attendees, I always use ice breaker at the beginner: Consider starting with an easier or non-controversial topic to encourage participation. This will set the tone and reinforce that is a safe space and we welcome each participant's point of view.
The third step is to invite the participant to share their ideas in a respectful and supportive way. You can do this by asking open-ended questions, acknowledging their contributions, and validating their feelings. You can also use positive reinforcement, such as praise, appreciation, or recognition, to motivate them to share more. However, you should also respect their choice and readiness to share, and avoid putting them on the spot or forcing them to participate.
Facilitate Open Discussions: As the meeting leader, encourage open and inclusive discussions by giving everyone an opportunity to speak. If someone hasn't shared yet, politely invite them to contribute without pressure. If they do not want to, you can ask someone else, and come back to that person afterwards for his / her point of view and if he / she wants to add anything. Another way is Time for Reflection: Some individuals may need more time to process their thoughts and ideas. You can allow for moments of silence or suggest that they take some time to think and share later.
The fourth step is to address any conflicts that might arise from the participant's refusal to share. For example, they might have a different opinion, a personal issue, or a hidden agenda that clashes with the meeting goals or the group norms. In this case, you should try to understand their point of view, acknowledge their concerns, and find common ground or solutions. You can also use techniques such as active listening, paraphrasing, reframing, or mediation to resolve any disputes or misunderstandings.
If there are some conflicts, I will strive to understand the participant's point of view, and note it on a 'parking lot items' stating that you take notes of his / her concerns, and ask that person to confirm you captured it well, and you may come back to this either at the end of the session or do a follow up post session. This will ensure that, as a facilitator, you take everyone's input into consideration and try to dissolve conflicts.
The fifth step is to follow up with the participant after the meeting. You can do this by sending them a thank-you note, a summary of the meeting outcomes, or a feedback form. You can also ask them for their suggestions on how to improve the meeting process or the facilitation skills. Moreover, you can check in with them regularly and offer them support or resources to help them overcome any challenges or barriers that prevent them from sharing.
The final step is to learn and improve your facilitation skills based on the experience of dealing with a participant who refuses to share. You can do this by reflecting on what worked and what didn't, what you learned and what you can improve, and what you can apply to future meetings. You can also seek feedback from other participants, co-facilitators, or mentors on how to handle such situations more effectively and efficiently.
Good evening folks....all the points above resonate completely. The onus is on the facilitator to act as a catalyst and bring out the best in everyone. So if someone is not forthcoming initially, let it be. Then during the break, talk to this individual separately ... understand, empathise. It could be shyness, a personal matter, anything else. To accept the person's situation and encourage her/ him to speak up. After the break, during the meeting, once again prod . The person may/ may not speak up. Let it be. After the meeting, once again meet up....cheer up the individual, make her/ him feel better. That's it. It's important to let the person be and not to push, force and never to call out in a group. Just let it be.
As a leader, a knee-jerk reaction to someone not participating in a meeting is to be offended and assume insubordination. Before understanding the reasons for non-participation, it is key to get over the temptation to react. Choose to be curious and creative. Be curious about the reasons and be creative in the different ways to get the person to respond. Also, you want to adjust to the non-participation and not allow it to derail any momentum in the meeting. After a couple of attempts to get the person to participate, you'll want to make a mental note to talk one-on-one with the person after the meeting.