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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 February 15, 2019

How to Achieve Goals and Increase Your Chance of Success

How to Achieve Goals and Increase Your Chance of Success

Does it ever feel like the things you want to accomplish always end up on the back burner? If the answer to that question is “yes,” you’re not alone. Only about 33% of people consistently work toward their goals. In some cases, their goals may seem too lofty to accomplish, or else they aren’t sure how to make a plan for them.

If you don’t come up with concrete steps to take toward your goals, they’ll remain dreams. There’s nothing wrong with being a dreamer, but being able to turn your dreams into goals you can realize will help you lead a happier and more fulfilling life.

Luckily, you can realize almost any dream when you harness the right goal-setting methods.

In this article, I’ll show you how to achieve goals and get closer you success.

1. Break your dreams down into specific and measurable steps

We couldn’t talk about goal-setting without mentioning SMART goals.

SMART goals are specific, measurable, assignable, realistic, and time-related.

Specific and measurable steps are so important because if we don’t know what our target it, how can we ever hit it?

Take all those beautiful dreams you have for yourself and make them into things you can actually do. If you want to be an entrepreneur, for example, a step toward realizing your dream might be researching what you’ll need to start your business.

Find out more tips about utilizing SMART goals here:

How to Use SMART Goal to Become Highly Successful in Life

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2. Have at least one clearly defined goal for every interest and role in your life

It’s so easy to become complacent or stagnate. We often think that our careers are the only places where we need to set goals, but we aren’t only what we do.

To make the most of your life, take the approach that you’re always learning and growing in everything you do. Anything worth doing is worth doing well after all.

Set goals whether you’re sponsoring an activity for your child, taking up guitar lessons or trying to prove your worth at work.

You’ll notice that this approach forces you to constantly develop new skills. It can also be fulfilling to put more focus and value into all areas of your life— not just the ones related to our careers.

3. Align your goals with your life’s mission, purpose and passion

Take the opportunity to do some soul-searching. What is it that you want to do with this precious life of yours?

Anything that conflicts with your life’s purpose is bound to cause discontent. Staying in a bad relationship, doing a job that goes against your values, or maintaining the status quo just because it’s comfortable are not options for you.

Thinking about your goals in this way can help you eliminate things in your life that don’t serve you. This frees up mental space that you can use to do the things you care about the most.

Many of us struggle to find the time to work on our goals, but this strategy enables you to make more time.

4. Create goals that ignite your spirit and inspire you to take action

If you can’t be fired up about your goals from the start, they might not be good goals for you.

The road to success is often tough. You’re going to have times when you might feel tired or discouraged.

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You need to feel inspired enough that you’ll be able to overcome obstacles as you encounter them.

If what you’re doing motivates you to be the greatest version of yourself, you’ll be much more resilient.

5. Write down all your goals in specific, measurable detail

This is your road map for what success will look like. The more you define what you want the finished product to be, the greater the chance that you’ll reach that vision.

When you write down your goals, you’re creating a document that you can revisit to make sure you’re on track.

When you’re in the middle of trying to achieve a big goal, it can be hard to see what’s working for you. The things you write in this step will help you stay on-message as you take your goals out of your mind and into the real world.

Don’t just write down your goals and stash them away in a folder somewhere. Take the extra step to put them somewhere where you’ll see them.[1]

If you have too many goals to post on your desk, write a summary or choose one or two steps to work on for the day. Just seeing them will keep them in the front of your mind.

6. Commit to hitting each of your targets without exception

You wouldn’t have created the target if you didn’t think it was necessary. Hold yourself accountable for taking the steps to succeed.

You can always adapt your strategy or break your targets into smaller steps if you find that they aren’t attainable as you originally wrote them.

Hitting even the smallest target is cause for a celebration. It’s a step in the positive direction. Your success will make you crave more success.

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We often make excuses when we get tired or overwhelmed. Take away the option to make excuses. You will only be satisfied with the best effort from yourself.

7. Share your goals with others to motivate each other

There’s something so powerful about people sharing their goals and dreams with one another. Doing so gives voice to some part of us that could remain hidden (and therefore never be accomplished).

When other people know about your goals, they can cheer you on and hold you accountable. When people share their vision with you, you can do the same for them.

This strategy is particularly beneficial when you’re trying to develop healthy habits. Post about your workout on social media, or do a healthy eating challenge with your best friend. You’ll be less likely to slack when temptation arises, and you’ll probably encourage someone else to reach for their goals too.

8. Set a series of daily, weekly and long-term goals, complete with starting times and deadlines

Many goals never reach realization simply because the goal-setter doesn’t check their progress. People tend to forget what they set out to do, or their goal gets crowded out by other obligations.

Forcing yourself to revisit your goals at regular intervals breaks them into smaller steps and it reminds you to think about them.

Giving yourself regular deadlines for smaller tasks related to your goals also helps you reflect on your strategy. You’ll figure out what works for you, whether your timeline is realistic, and whether or not you need additional help to stay on track.

In addition, celebrating small wins helps you stay motivated. Here’s how:

How To Celebrate Small Wins To Achieve Big Goals

9. Take 10 minutes every day to imagine how great it will feel to achieve your goals

Visualization is such a powerful tool. Some of the most successful athletes, celebrities and business people take time each day to think about how success looks and feels for them.[2] Imagining that feeling of satisfaction can be a great motivator.

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When you do meet your goals, take some time to be grateful. Thank yourself for showing up and doing the work. Be grateful when the stars align properly to help you advance to the next step.

It’s not just getting to the destination of your goals that matters. How you take the journey is important too.

10. Take an action step toward reaching your goals every day

Your goals can easily get buried in the hustle and the bustle. Even the smallest step in the right direction is still moving you forward.

Keep chipping away at the work every day and before long, you’ll start to see those dreams come to life.

Maybe you didn’t start your business today but you designed the logo that’s going to go on your website and business cards. Doing that task well is going to help you so much in the long run.

Concrete actions day by day draw your dreams out of obscurity and into the realm of possibility.

The Bottom Line

Dreams can inspire and overwhelm us. By turning our dreams into goals that we can work toward, we increase our chances of success. Things that once seemed impossible are suddenly within reach.

It’s time to start turning your dreams into goals and your goals into realities. Change begins today.

More Resources About Setting & Achieving Goals

Featured photo credit: Andrew Neel via unsplash.com

Reference

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