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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
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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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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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Published on July 27, 2021

15 Smart Video Conferencing Etiquette Tips to Follow

15 Smart Video Conferencing Etiquette Tips to Follow
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During the pandemic, video conferencing replaced in-person meetings and has now become the standard option for business meetings. Over the past 17 months, most workers have gotten past the video conferencing learning curve with Zoom or Microsoft Teams (or their platform of choice).

But just as with in-person meetings, attention can wax and wane. Some say we’re just not used to staring at ourselves so much on the screen. Instead of fixating on that, try employing smart video conferencing etiquette, or you may risk indiscretions that will flag you as a slacker.

Put the Pro in Professional

After more than a year of fine-tuning, here are the new rules of video conferencing etiquette.

1. Mute Your Mobile and Other Devices

The first video conference etiquette you need to know is muting your other devices. Just as in the pre-COVID days, someone’s obnoxious ring tone blaring Taylor Swift’s newest single in the middle of a meeting is also an annoyance if it happens during a Zoom meeting and so is the inevitable fumbling to turn off the sound. Even the apologies to the group get tiresome.

Also, when notifications are activated on the computer that you’re using for the meeting, the incoming message takes over the audio and you’ll miss out on snippets of the conversation. Be sure to eliminate this possible faux pas.

2. Dress the Part

While working from home, you may have fallen into the habit of slipping on your comfiest T-shirt each day. Hey, no judgments! But before you log on to your video conference, try to make an effort with your appearance.

Depending on your company culture and the importance of your meeting, consider dressing the part of the professional whom you wish to project. It will help you feel more self-assured, and others will likely take you more seriously.

For women, wear light make-up, put on earrings, and make sure your blouse is crisply pressed. For men, show up freshly shaved. Wearing a crisp collared shirt in a solid color will usually suffice.

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Pro Tip: Stay away from wearing white or black, unless those colors look great on you. Consider wearing light blue or brown instead.

3. Stage Your Workspace

Have you noticed the backdrops of experts interviewed on news shows? Bookshelves and photographs are carefully curated, and no busy-patterned furniture or artwork is in sight.

Take note of what appears behind you when you choose the location of your video conferences. Piles of junk mail on the table or stacks of folded laundry on the couch will convey more about your personal life than you care to share. Make sure you remove clutter from the camera’s eye, and present a tidy, orderly workspace to your colleagues, coworkers, and bosses.

4. Put Some Thought Into Lighting and Perspective

Be aware that in a video conference, your computer camera can actually make you look up to ten pounds heavier depending on where you sit. But you can easily drop those added pounds by moving back from the screen to diminish the wide-angle distortion.

Frame your head on the screen by tilting the screen up or down. Also, it’s best to not place yourself in front of a window or bright light, which makes you appear in shadow. Instead, face the light source, moving it (or yourself) until you have a flattering amount of illumination. You can also purchase some small spotlights that allow you to add light as needed.

Pro Tip: If your lights add too much redness to your skin, consider counter-balancing with a green filter.

Remember That Half of Life Is Showing Up

5. Arrive on Time

In the old days of in-person meetings, it was nearly impossible to slip in late into a meeting unnoticed. In today’s video conferences, logging in late still shows poor form. Instead, strive to arrive five minutes early and get yourself settled.

Once the meeting is underway, the host may be less attentive about late arrivals waiting to be let in. Diverting the host’s attention away from the meeting with a tardy entry request is the ultimate giveaway that you didn’t honor the schedule. If you don’t want a black mark against you, log in on time.

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6. Turn on Your Video

Few people like to see their face on the screen, but buck up and turn on your camera in video conferences. In most cases, it’s better to be a face on a screen than a name in a blank square. Your statements will be more memorable when other meeting attendees can see you.

If you need to turn off the video, either because of a poor connection, some commotion in the room, or a need for a quick break, give a short explanation via the chat feature. Then, go back on video as soon as you’re able.

Pro Tip: Keep your explanation for your departure pithy. “Sorry! Doorbell rang. Back in five” says it all. Be sure to honor what you say in chat and really do return in five minutes.

7. Plan Ahead Before Sharing Your Screen

Don’t be one of those people who makes everyone else wait as you click through folders in search of a document. That’s just poor video conferencing etiquette. If you know you’ll need to share a document or video on your screen, prepare by pulling it out of its folder and onto your desktop. Also, clean up the files and folders on your desktop to reduce clutter and facilitate easy access. Close other programs like chat, calendar notifications, and email. Disable pop-up notifications to ensure there’ll be no unforeseen distractions.

Be sure to remind the host before the meeting that you’ll need them to activate the screen-sharing function. Show courtesy once you’re finished by hitting “stop share” to return to the screen with participants.

Attend to the Pesky Details

8. Make Sure That Meetings Remain Right-Sized

With the easy accessibility of video conferencing, it can be tempting to extend the meeting invitation beyond the core group and include everyone peripherally involved in a project. But just as with in-person meetings, the more people involved, the more unwieldy the meeting becomes.

Use good judgment when asking others to sit through a video conference so that you don’t needlessly take up others’ time and so that participants can be fully engaged.

9. Remember to “Unmute” Before You Speak

Most of us are likely able to count on one hand the number of video conferences when someone didn’t have to be reminded, “You’re on mute!” Forgetting to unmute before speaking has become one of the most common missteps in video conferencing.[1]

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Show everyone your impeccable video-conferencing poise by managing your mute feature with flawless control.

10. Stay on Point to Keep the Meeting Length in Check

As with in-person meetings, an agenda with assigned time limits for discussions remains necessary to keep a meeting focused. Data shows, however, that video conferencing can actually reduce meeting time.[2] Reasons include the elimination of commuting time and the ability to screen share and annotate to keep everyone on task.

Additionally, side conversations are virtually impossible with video conferencing now that you can no longer have back-and-forth exchanges with the person beside you.

Pro Tip: If you’re running the meeting, let attendees know in advance the protocol for the chat feature. Is it okay for them to “chat among themselves” or not? (See point 11, as well.)

Talking Has a Time and a Place

11. Chat Appropriately

Just like side conversations or texting in an in-person meeting, the use of the chat feature during a video conference can be disrespectful unless it’s directed to all participants. Hence, it’s good video conferencing etiquette to mind your use of the chat.

At the start of the meeting, you may want to ask the host if it’s alright for participants to use the chat feature. This allows them to disable it if they choose. Used appropriately, it can be a helpful tool to clarify or amplify an earlier point once the conversation has moved on or to let the group know that you need to sign off early (and why).

12. Use the “Raise Hand” Feature to Avoid Interruptions

The slight lag in many video conferences can result in speaking over another person if you attempt to jump into a conversation. To avoid this awkward interruption, indicate when you have something to add to the discussion with the raise-your-hand feature that signals the host you would like to speak. This effective meeting management device makes video conferencing run more smoothly, especially with a large group, but it must be activated and monitored by the host.

Pro Tip: For meetings of six to ten people, sometimes the old-fashioned raising of your physical hand may be the best option. But it’s up to the meeting host. Ask them what they would prefer, and follow that.

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13. Don’t Record the Session or Take Photos Without Prior Permission

In this case, not sharing is caring. The “sharing culture” made popular through social media has little place in video conferencing. Before recording a meeting or capturing a screenshot of the participants, always ask for consent in advance from the full roster of attendees. Knowing that a video conference will be photographed or recorded could have a bearing on what others are willing to discuss.

Manage Yourself

14. Minimize Distractions

While de-activating audio and video features can keep distractions from affecting the other participants, you will need to manage noise and disruptions on your end to give your full attention to the meeting.

Move out of high-traffic zones in your home, keep your door closed, and ask family members to be considerate.

15. Save Snacking for Later

Save snacking for later—or earlier. Eating while on video conference is a no-no. Munching in front of the group while close to the camera—as you are when video conferencing—subjects the participants to an up-close and (too) personal view of your food consumption process.

However, it’s perfectly fine to sip quietly from a glass of water or cup of coffee or tea. If the meeting threatens to last for more than two hours, you may want to ask the host in advance to schedule a five-minute break at the halfway point.

Final Thoughts

Even though bosses are now beginning to ask workers to spend some of their workdays on-site, up to 80 percent will permit employees to work remotely at least part of the time, which means more video conferencing in your future.[3] Mastering these video conferencing etiquette tips will help you dial in—as well as dial back—your participation and demonstrate your unwavering level of engagement to the team.

Featured photo credit: Chris Montgomery via unsplash.com

Reference

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