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The 10 Best Ways To Get Employees Or Team Members To Speak Up At Meetings

The 10 Best Ways To Get Employees Or Team Members To Speak Up At Meetings

How can you get employees or team members to speak up at meetings and briefings? There seem to be built in defence mechanisms which lead to people walking on eggshells around authority figures. Enlightened managers know that this is wrong and complain that they are not getting the ideas and feedback to complete projects successfully. Here are 10 ways to get round the problem.

1. Give employees advance warnings of new proposals or procedures

Nobody likes to be taken by surprise and asked to speak about it something he or she hasn’t prepared for. Many managers make the mistake of introducing a new plan or idea or policy without any warning. Of course, employees are reluctant to speak because they have not had time to think about it. They naturally fear that there may be consequences for them when speaking in an improvised way.

2. Don’t let silence fester

In other situations, managers may find that there is a worrying period of time from when problems arise to when they are finally aired. Usually, the delay may be due to some or all of the following:

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  • Fear of being blamed
  • Worry about losing a bonus
  • Scared of being seen as overcritical of management
  • Afraid of criticizing current practice
  • Passing the buck or brushing the matter under the carpet.

The key to getting things out in the open is suggested in the bestselling book by Joseph Grenny, Crucial Conversations: Tools For Talking When Stakes Are High. He recommends using a technique in which the team members know when they can be totally open. The manager can use a term like ‘frank conversation’ or ‘crucial conversation’ to signpost that this is about to happen. It can be on a one-on-one basis or in a group setting, whichever is most appropriate. Team members should feel secure when they contribute with their ideas and feedback.

3. Don’t dominate the discussion

When managers were observed chairing meetings, many of them fell into the trap of talking far too much. When they asked for feedback, they made the mistake of immediately giving their own views on the issue which of course discouraged everybody else. Participants may actually feel that as the boss has answered his own question, there is nothing left for them to say!

4. Ask precise questions

Asking team members what they think of a new product or changed customer service procedures may get a stony silence. It is much better to use precise questions such as the following to get the discussion going:

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  • What can we do to improve safety standards?
  • What incentives can we offer to gain more customer feedback?
  • In what ways can we simplify the accounting procedures?

5. Take ideas on board

If the boss or manager regularly shoots down new ideas for improving products or customer service, then silence will reign. Employees will feel snubbed and worse still, demoralized. A much better approach is to take the idea on board. The LCS approach is one of the best I know:

  • L- stands for what you like about the idea or suggestion.
  • C- stands for some concerns that might make it less profitable or impractical
  • S – represents suggestions for dealing with the concerns or issues that might arise.

6. Give credit for suggestions

Usually, having a list of action points from a meeting is a good way to get things down on paper. It also gives space to acknowledge the originator of a new suggestion or proposal for improving a certain procedure.

7. Ask each member to contribute

I hated this at the management meetings we had every week. The director would always go round the table and ask each member for their views on a problem, reporting on a successful event or anything else. If you are shy, like me, you will know that this can be agony.

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But managers can make it easier by using eye contact effectively. Nodding in the person’s direction can encourage the shyest of people. Empathizing and making comments which show that the manager has actually listened and rewording it are all ways of encouraging people to speak up. Using the person’s name is also helpful. Ask other members if they have felt the same way about an issue or had a similar problem with implementing a new procedure.

8. Encourage them to think of long term success

Building a great company depends on superb teamwork. An integral part of that is making sure that your employees’ feedback is being used to give the best service possible for your clients. That guarantees the success of the company and secures their own jobs. This is why contributing and talking openly at meetings is crucial. Make sure that progress towards achievement of goals is regularly logged and updated.

9. Don’t call too many meetings

It is all very well getting feedback but calling too many meetings is a sure way to kill that valuable process. If the meetings are badly organized and do not follow a set agenda or time limit, then you are wasting valuable resources and time. A good question to ask yourself is what would happen if we do not have this meeting? If the answer is ‘nothing’, then do not bother having it. An email may be more effective.

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10. Don’t discourage dissent

Many managers try to get people to agree to things as soon as they can. The point to note here is that when there are diverging views, this actually generates more discussion. It can lead to better problem-solving. Managers can also play devil’s advocate to stimulate even more discussion. It is a great way of drawing hesitant participants out and getting everyone involved.

Let us know what your techniques are for getting people to speak up at your meetings.

Featured photo credit: Client Meetings at Dynamic Signal/ Jim Larrison via flickr.com

More by this author

Robert Locke

Author of Ziger the Tiger Stories, a health enthusiast specializing in relationships, life improvement and mental health.

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Last Updated on January 21, 2020

How to Increase Work Productivity: 9 Ground Rules

How to Increase Work Productivity: 9 Ground Rules

We all have those days when completing our assigned tasks seems beyond reach. With the temptation of social media, mobile games, and the internet in general—not to mention the constant bustle of people in the office—it’s easy to fall prey to disruptions and distractions at work.

So, what can we do about it? How to be productive at work?

While we don’t have a foolproof system that can completely eliminate disturbances and diversions, we do have 9 ground rules that can be applied to help give your productivity levels a boost.

Keep reading to find out our tips on work productivity.

What Does It Mean to Be Productive?

How to be productive at work?” is the age-old question plaguing employees and employers alike around the world. Regardless of where you work and what you do, everyone is always looking for new ways to be more efficient and effective.

But what does being productive actually entail?

Completing more tasks on your list or working longer hours doesn’t necessarily mean you’re being more productive. It just means you’re more busy, and productivity shouldn’t be confused with busyness.

Productivity means achieving effective results in as short amount of time as possible, leaving you with more time to enjoy freely.

It involves working smarter, not harder. It means refining processes, speeding up workflows, and reducing the chances of interruptions.

Productivity is best achieved when looking at your current way of working, identifying the bottlenecks, flaws, and hindrances, and then finding ways to improve.

9 Ground Rules on How to Be Productive at Work

1. Avoid Multitasking

Multitasking can give the impression that more tasks can be accomplished as you’re doing multiple things at once. However, the opposite is true.

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Research has shown that attempting to do several things at the same time takes a toll on productivity and that shifting between tasks can cost up to 40 percent of someone’s time.[1] That’s because your focus and concentration is constantly hindered due to having to switch between tasks.

If you have a lot of tasks on your plate, determine your priorities and allocate enough time for each task. That way you can work on what’s urgent first and have enough time to complete the rest of your tasks.

2. Turn off Notifications

According to a Gallup poll, more than 50 percent of US smartphone owners admit to checking their phones a few times an hour.[2]

Switching off your phone—or at least your notifications—during work hours is a good way to prevent you from checking your phone all the time.

The same applies to your computer. If you have the privilege of accessing social media on your work desktop, switch off the notifications on there.

Another good tip is to logout from your social media accounts. Therefore when you feel the urge to check it, you might be swayed because your page isn’t so easily accessible.

3. Manage Interruptions

There are certain disruptions in the office that are unavoidable such as your manager requesting a quick meeting or your colleague asking for assistance. In order to deal with this, your best approach is to know how to handle interruptions like a pro.

Be proactive and inform the people around you of your need to focus. Turn your status on as “busy/unavailable” on your work chat app.

If you’re on a deadline, let your colleagues know that you need to concentrate and would really appreciate not being interrupted for the moment, or even work from home if that’s a feasible option for you.

By anticipating and having a plan in place to manage them, this will minimize your chances of being affected by interruptions.

4. Eat the Frog

Mark Twain once famously said that:

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“if it’s your job to eat a frog, it’s best to do it first thing in the morning. And if it’s your job to eat two frogs, it’s best to eat the biggest one first.”

What this basically means is that you should get your biggest, most urgent task out of the way first.

We all have that big, important task that we don’t want to do but know we have to do because it holds the biggest consequence if we don’t complete it.

Eat the frog is a productivity technique that encourages you to do your most important, most undesirable task first. Completing this particular task before anything else will give you a huge sense of accomplishment. It will set the ball rolling for the rest of the day and motivate you to eagerly complete your other tasks.

5. Cut Down on Meetings

Meetings can use up a lot of time, which is time that can be used to do something useful.

You have to wait for everyone to arrive, then after the pleasantries are out of the way, you can finally get stuck into it. And sometimes, it may take a whole hour to iron out one single issue.

The alternative? Don’t arrange a meeting at all. You’ll be surprised at how many things can be resolved through an email or a quick phone call.

But that doesn’t mean you should eliminate meetings altogether. There are certain circumstances where face-to-face discussions and negotiations are still necessary. Just make sure you weigh up the options prior.

If it’s just information sharing, you’re probably better off sending an email; but if brainstorming or in-depth discussion is required, then an in-person meeting would be best.

6. Utilize Tools

Having the right tools to work with is crucial as you’re only really as good as the resources you have at your disposal. Not only will you be able to complete tasks as efficiently as possible, but they can streamline processes. Said processes are essential to a business as they manage tasks, keep employees connected, and hold important data.

If you’re the manager or business owner, ensure your team has the right tools in place.

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And if you’re an employee and think the tools you currently have to work with aren’t quite up to par, let your manager know. A good team leader understands the significance of having the right tools and how it can impact employee productivity.

Some examples of tools that could be used:

Communication
  • Slack for team chat and collaboration.
  • Samepage for video conference software.
  • Zendesk for customer service engagement.
Task Management
  • Zenkit for task and project collaboration.
  • Wunderlist for listing your to-do’s.
  • Wekan for an open source option.
Database Management
Time Tracking
  • Clockify for a free tracker.
  • TMetric for workspace integrations.
  • TimeCamp for attendance and productivity monitoring.

You can also take a look at these Top 10 Productivity Tools to Help You Achieve 10x More in Less Time.

7. Declutter and Organize

Having a disorganized and cluttered workspace can limit your ability to focus. According to researchers, physical clutter can negatively impact your ability to concentrate and take in information.[3] Which is why keeping your work environment well ordered and clutter-free is important.

Ensure you have your own system of organization so you know what to do when the paperwork starts to pile up.

Being organized will also ensure that you know where to find the appropriate stationery, tools, or documents when you need it. A US study reveals that the average worker can waste up to one week a year looking for misplaced items.[4]

Here’s a useful guide to help you declutter and organize: How to Declutter Your Life and Reduce Stress (The Ultimate Guide)

8. Take Breaks

Taking regular breaks is essential for maintaining productivity at work. Working in front of a computer can lead to a sedentary lifestyle which can place you at a higher risk of heart disease, diabetes, and obesity. Even a 30 second microbreak can increase your productivity levels up to 30 percent.

As well as your physical health, breaks are also crucial for your mental and emotional wellbeing. That’s because your brain is like a muscle, the more it works without a break, the easier it is for it to get worn out.

Ensuring you actually take your breaks can prevent you from suffering from decision fatigue. It can also help boost creativity.

Take a look at this article and learn why you should start scheduling time for breaks: The Importance of Scheduling Downtime

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9. Drink Water

Although we know we should, it’s easy to forget to drink enough water during the working day.

Many of us turn to tea or coffee for the caffeine hit to keep us going. However, like taking breaks, drinking water is essential for maintaining productivity levels at work. It’s simple and effective.

Not drinking enough water can lead to dehydration and also headaches, tiredness, and weight gain.

A good tip to avoid dehydration is to keep a water bottle at your desk as it can serve as a reminder to constantly drink water.

If you find the taste of water a little bland, add some fruit such as cucumber or lemon to give it a better taste.

You can also get more ideas on how to drink more water here: How to Drink More Water (and Why You Should)

The Bottom Line

The preceding 9 ground rules on work productivity aren’t the be-all, end-all. You and the company you work for may have other tips on how productivity is best increased and maintained.

After all, it’s something that can be perceived differently depending on the exact job and work environment.

In saying that, however, the 9 ground rules serve as a good foundation for anyone finding themselves succumbing to disruption and distraction, and are looking for ways to overcome them.

A good tip to keep in mind is that change doesn’t happen overnight. Start small and be consistent. If you slip up, just dust yourself off and try again.

Developing habits happens gradually, so as long as you keep up with it, you’ll soon start to notice the changes you’ve been making and eventually enjoy the fruits of your labor.

More About Boosting Productivity

Featured photo credit: Cathryn Lavery via unsplash.com

Reference

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