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What are some methods for engaging a diverse group in a large meeting?

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Facilitating a large meeting with a diverse group of participants can be challenging, but also rewarding. Diversity can bring different perspectives, experiences, and ideas to the table, but it can also create barriers to communication, collaboration, and consensus. How can you engage a diverse group in a large meeting and make the most of their contributions? Here are some methods that can help you create an inclusive and productive environment.

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Tesandra "Tes" Cohen

Guiding purpose-driven organizations to gather better

1 Set clear goals and expectations

Before the meeting, communicate the purpose, agenda, and desired outcomes of the meeting to the participants. Explain how they can participate and what roles they will play. For example, you can ask them to prepare questions, comments, or feedback on a specific topic, or assign them to small groups or breakout rooms for discussion. You can also provide some ground rules or norms for respectful and constructive dialogue, such as listening actively, acknowledging different views, and avoiding personal attacks.

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Tesandra "Tes" Cohen

Guiding purpose-driven organizations to gather better
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I am a huge proponent of group agreements to ensure all voices are welcomed/heard. A few of my favorites are: -co-creating a safe AND brave space (safety is subjective, but we as facilitators can invite all attendees to step out of their comfort zone and into a brave space) -stories stay, learnings leave (an invitation to maintain confidentiality) -expect and accept lack of closure (taken from Glenn Singleton's 4 agreements) -embrace discomfort -call in (not out)

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2 Use a variety of formats and tools

During the meeting, use a mix of formats and tools to engage the participants and cater to their different learning styles, preferences, and needs. For example, you can use polls, surveys, quizzes, or games to gather feedback, opinions, or ideas from the participants. You can also use visual aids, such as slides, charts, or diagrams, to illustrate key points or concepts. You can also use audio or video clips, stories, or anecdotes to make the meeting more lively and relatable.

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3 Encourage interaction and participation

Facilitating a large meeting can be challenging, especially when it comes to ensuring everyone has a chance to speak and be heard. To encourage interaction and participation, you can ask open-ended questions that invite multiple perspectives and responses. Additionally, you can use the "round robin" technique, where each participant shares their thoughts or opinions in turn. The "snowball" technique involves starting with small groups and merging them into larger ones to share their findings or recommendations. The "fishbowl" technique has a small group of participants discuss a topic in front of the rest of the group, who can observe and comment on their conversation. Lastly, the "world cafe" technique has participants move from table to table to discuss different questions or themes related to the topic.

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Tesandra "Tes" Cohen

Guiding purpose-driven organizations to gather better
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One of my favorite ways to facilitate attendee interaction is creating space for them to connect in pairs or small groups. This is especially easy to do in zoom using the breakout feature. In-person, you can do a 'turn and talk' (turn to person next to you and discuss ideas/reflections about content shared thus far) or have folks count-off and pair/group up so they're not in the same group as people they may have come with.

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4 Acknowledge and appreciate diversity

Facilitating a diverse group has the benefit of allowing you to learn from different experiences, cultures, backgrounds, and perspectives. To acknowledge and appreciate diversity, you can use inclusive language and avoid jargon or acronyms that might exclude some participants. Additionally, you can use examples or stories that reflect the diversity of the group and the topic. Ask participants to share their own experiences, insights, or opinions related to the topic. Lastly, recognize and celebrate the contributions and achievements of participants who are underrepresented or marginalized in the group or field.

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5 Seek feedback and evaluation

After the meeting, seek feedback and evaluation from the participants on how they felt about the meeting, what they learned, and what they would like to see improved or changed. You can use surveys, forms, or interviews to collect their responses. You can also use self-reflection or peer-review to assess your own performance and identify your strengths and areas for improvement. By seeking feedback and evaluation, you can demonstrate your commitment to continuous learning and improvement, and show your respect and appreciation for the participants.

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Tesandra "Tes" Cohen

Guiding purpose-driven organizations to gather better
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One of the simplest ways I've requested feedback following a workshop is to ask attendees to share a <3 (something they loved from the workshop) and ? (something they'd change for next time) on a post-it. This is a terrific way to get a pulse check and foster continuous improvement.

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6 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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What are some methods for engaging a diverse group in a large meeting?

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2

3

4

5

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1 Set clear goals and expectations

2 Use a variety of formats and tools

3 Encourage interaction and participation

4 Acknowledge and appreciate diversity

5 Seek feedback and evaluation

6 Here’s what else to consider

Large Group Facilitation

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What are some methods for engaging a diverse group in a large meeting?

1

2

3

4

5

6

1 Set clear goals and expectations

2 Use a variety of formats and tools

3 Encourage interaction and participation

4 Acknowledge and appreciate diversity

5 Seek feedback and evaluation

6 Here’s what else to consider

Large Group Facilitation

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