What strategies can we use to ensure everyone's voices are heard in our meetings?

Introduction

In our meetings, the loudest voices often dominate the conversation. However, equating volume with value can lead to a dangerous imbalance where the most insightful ideas still need to be heard. How can we shift this dynamic to ensure that every participant contributes meaningfully to the meeting's goals? Here are four tactics you can use to ensure that not just the loudest voices but all voices are heard, fostering a more inclusive and effective meeting environment.

Embrace Silence

Silence can be uncomfortable, but it is also a powerful tool in meetings. You've undoubtedly been in this situation: you pose a question and notice that there is no immediate answer, so you start to answer your question to break the silence. Resist the urge to fill the void. Allowing silence gives participants time to process the question and formulate thoughtful responses. This patience can lead to more considered and valuable contributions.

A helpful tip is to wait at least eight seconds before speaking again after asking a question. You might even want to purposefully permit people to take their time by saying, "Let that question sink in for a minute." This practice can feel awkward initially but is effective in encouraging deeper thinking. A striking example of using silence effectively was illustrated in a New York Times interview with Julia Louis-Dreyfus, where the interviewer allowed pauses for her to think deeply and respond meaningfully.

Encourage Others to Speak First

Steve Jobs famously said, "I don't hire people to tell them what to do; I hire them to tell me what to do." This philosophy underscores the importance of leveraging the expertise within your team. In many meetings, the leader or the highest-paid person's opinion (HiPPO) often dominates the discussion. In the meetings we lead, that person is frequently us. When we dominate the conversation, we can inadvertently stifle the input of other team members who may defer to our (the HiPPO's) perspective, even if they have valuable insights.

To counter this, consciously invite others to speak first. This can be as simple as directing questions to specific individuals or opening the floor for initial thoughts from team members. Doing so creates space for diverse perspectives and demonstrates that you value each participant's expertise. We then want to act as a facilitator, guiding the discussion rather than monopolising it.

If we're not leading the meeting, a simple tactic we can use to ensure others get a chance to speak even if we have nothing substantial to contribute is to thank the meeting leader or HiPPO for their thoughts and then say, "I'm curious if there are any other ways that we could look at this or if anyone has had other experiences that they would like to share." By doing that, you create a space for others to contribute.

Utilise Writing as a Tool for Contribution

Writing can be a transformative tool in meetings, particularly for those less comfortable speaking up. Incorporating writing exercises, such as using Post-its or digital platforms like Miro, can democratise the ideation process. This approach, often seen in design-thinking workshops, can be equally powerful in any meeting context.

During a workshop with board presidents at the University of St. Gallen, participants were encouraged to write their thoughts on Post-its before discussing them. This resulted in a more inclusive conversation that unearthed hidden insights and facilitated more structured thinking. The board presidents also became big fans of the idea and said it was one of their "aha moments" during the day-long seminar as they realised that writing could be helpful even in a board context.

To implement this, prepare in advance with clear questions and the necessary tools (Post-its, pens, or a virtual whiteboard). Writing allows participants to articulate their ideas carefully and ensures that everyone, especially those who may be more reserved, has a voice in the discussion.

Leverage Simple Means for Anonymous Contributions

Incorporating anonymous voting or virtual polls can be highly effective in situations where alignment or consensus is crucial. These tools provide a clear and unbiased picture of where the group stands on a particular issue, allowing for honest feedback without the pressure of peer influence.

Simple tools like anonymous votes or virtual polls (e.g., through platforms like Sherpany, Slido or Mentimeter) can quickly gather input from all participants. This method is beneficial for gauging the team's stance on sensitive topics or when trying to prioritise issues.

Conclusion

Meetings are critical forums for collaboration and decision-making, yet their effectiveness hinges on all attendees' active and meaningful participation. By embracing silence, encouraging others to speak first, utilising writing, and leveraging anonymous contributions, you can create a more inclusive environment that values and leverages your team's diverse expertise. Implement these strategies in your next meeting and watch as a broader range of ideas emerge, driving better outcomes for your organisation.

Become a Better Meeting Leader by Joining a Webinar or Attending a Workshop:

If you want to further enhance your meeting management skills, consider joining one of my free webinars this year. These interactive sessions, designed for small groups, cover various aspects of the journey to excellent meetings. Learn more and register here. If you want to bring meeting management to your team, see the workshops and online training options we offer at Sherpany.

My next webinar, "What Post-Meeting Practices Guarantee Accountability and Continual Improvement?" is on June 26, 2024. We'll examine feedback and feedforward in depth. I look forward to a fruitful discussion. Register here. There are limited spaces.