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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

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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 May 20, 2020

What Are Analytical Skills (And How to Strengthen Them For Success)

What Are Analytical Skills (And How to Strengthen Them For Success)

Everybody makes bad decisions. Some people, however, are more capable of making better decisions that inch them closer to success.

These individuals are not ruled by emotions, desires, or hunches. Rather, they depend on their analytical skills to overcome challenges regardless of urgency or complexity.

What Are Analytical Skills?

According to Richards J. Heuer Jr., a former veteran of the CIA,[1]

“Thinking analytically is a skill like carpentry or driving a car. It can be taught, it can be learned, and it can improve with practice. But unlike other skills, it is not learned by sitting in a classroom and being told how to do it. Analysts learn by doing.”

Analytical skills can be considered as one of the critical life skills that are not taught in schools. It comprises of visualization, critical thinking, and abilities for gathering and processing information.

Here’s a closer look at some of these abilities:

Visualization

Also tied to a person’s creativity, visualization is the ability to predict the possible outcomes of strategies and actions. In a professional setting, visualization involves the analysis of data – often through illustrations like charts, graphs, and detailed lists.

Critical Thinking

Simply put, a person’s ability to think critically can be measured by his or her consistency in creating reasonable decisions. It pertains to the ability to evaluate information, siphon what’s useful, and draw conclusions without being swayed by emotions.

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As a critical thinker, you’ll find yourself challenging assertions and finding loopholes in proposed solutions.

Computing

Whether you like it or not, you need to be comfortable with numbers if you want to sharpen your analytical skills. Bear in mind that computing encompasses other skills like cost analysis, budgeting, and performing general calculations.

In business, you need to use computations when weighing the risks and benefits of any given strategy.

Problem-Solving

Remember that analytical skills are used not just to understand problems, but also to develop the most suitable course or courses of action. This relates to your goal-setting skills, which involve breaking down and prioritizing between objectives.

Resource Management

Lastly, analytical skills involve some degree of resource management depending on the task at hand.

For example, professionals with a tight schedule must know how to effectively manage their own time – also known as one of the most important resources in the world.

Business leaders, on the other hand, must know how to manage company resources, including cash and manpower. Take note that the definition of analytical skills may change to match the requirements of a specific situation.

For example, upon hiring a web developer, analytical skills may refer to the ability to determine the needs of online users, understand web analytics for optimization, and identify visual elements that can match a company’s brand.

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The skillset above, however, should be applicable in most if not all scenarios.

Develop Your Analytical Skills for More Growth Opportunities

There’s no question that the right decisions lead to positive results. It doesn’t matter if you’re running a business or simply trying to climb the corporate ladder. By training your analytical skills, you position yourself for more growth opportunities while staying away from negligible actions you will regret.

For example, you plan to launch a new startup in your local community – but struggle to decide the niche you want to enter. Since you’ve been a technophile your whole life, part of you desires to invest in a gadget store. If you’re passionate about your business, success will come – right?

If you have sharp analytical skills, you begin to see your plans in whole new dimensions.

What are the possible outcomes of this venture? Does the local market have a need for a new gadget store? How much do I need to get started – and how much should I sell to make a profit?

Depending on your findings, you can determine the feasibility of your business idea without letting your emotions get in the way.

6 Ways to Strengthen Your Analytical Skills

There are several approaches when it comes to developing an individual’s analytical skills. For instance, psychologists agree that reading fantasy stories as a child can help sharpen critical thinking.[2]

Research also suggests that undergoing traditional education has a positive effect on a person’s IQ and analytical skills.[3]

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But as an adult, such opportunities to hone your analytical skills no longer apply. That’s why you need to devise a more deliberate, active approach yourself.

Below are a few strategies to get you started:

1. Ideate Business Ideas

Developing a profitable business idea, whether you pursue them or not, involves numerous challenges. You need a ton of research, computations, and problem-solving to create a tangible business plan.

You can organize your ideas with a note-taking tool like Microsoft OneNote or Evernote. Doing so will allow you to delve deeper into your analysis, organize your findings, and stay focused on roadblocks as well as how to solve them.

2. Leverage Analytical Tools

Aside from note-taking tools, you can also leverage other software that can help with analytical tasks. A money management app like Mint, for example, makes it easy to track your spending habits as well as manage your budget with visual tools. When it comes to prioritizing goals, you can use simple task management apps like Trello or Wunderlist.

3. Have a Personal Learning Library

Thanks to the internet, there’s a colossal amount of resources you can utilize to learn new skills, expand your vocabulary, and train your visualization muscles.

Social media networks like SlideShare and YouTube, for example, offer mountains of tutorials you can access to your heart’s content.

For a personalized learning library, you can download Instagram videos or GIFs from educational accounts like NASA Goddard and the American Mathematical Society. But if you prefer specific, technical skills, then a good place to start would be online learning platforms like Coursera, edX, and Alison.

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4. Participate in Online Communities

The internet is a great place to share experiences, opinions, and sometimes intellectual discussions with like-minded individuals. Reddit, for example, has a place or “subreddit” dedicated for every topic imaginable – from technology to entrepreneurship.

For structured debates, you can head to websites like Debate.org and let other users choose the winner via votes.

5. Seek Mental Stimulation

To keep your mind sharp, make it a habit to engage in mentally stimulating activities, such as chess, puzzles, and brain training apps. A great resource would be Lumosity, which contains dozens of cognitive games designed by teams of scientists and game designers.

6. Keep a Personal Journal

Finally, keeping a personal journal allows you to take a second look at everything that happened in your day.

Remember that writing about learning experiences lets you focus on the lesson rather than the emotion. It will help you analyze how you made your decisions, why you came to certain conclusions, and what you can do to improve in the future.

Here’s How to Create a Habit of Writing in a Journal.

Bottom Line

As an adult, you are required to face a myriad of challenges on a daily basis. Work, school, business, relationships – the list goes on when it comes to the sources of life’s problems. With analytical skills, you can confront and overcome any obstacle standing between you and your goals.

More Success Skillset

Featured photo credit: Campaign Creators via unsplash.com

Reference

[1] M. S. Ramaiah University of Applied Sciences: Analytical Thinking?
[2] KD Novelties: Why You Should Read Classic Tales to Your Children
[3] Economic Inquiry: The Effect of Education on Cognitive Ability

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