Meetings - Do I need to be here and does anyone even know I’m here!
Alright, let's dive into the messy, glorious world of meetings. Meetings that go on too long, meetings where I think, “what do they need me here for”, meetings that are totally boring, meetings that use acronyms and I just don’t know what's going on! Meetings where the person hosting just drones on and on and on…….
We've all been there, haven't we? Staring at a screen (or around a table, if you're lucky), wondering why half the room looks like they're auditioning for a wax museum. Let's get real about how to make these things less of a chore and more of, productive? How can we include everyone, how do we make it at least a bit fun?!
The Silent Treatment: Why Doesn't Everyone Join In?
First off, let's address the elephant in the room: the silent participants. You know the ones. They're not being rude, they're just… there. So, why the silence?
Fear of Judgement: Let's be honest, putting your ideas out there can be scary. What if it's a "bad" idea? What if you get shot down? People clam up to avoid that potential discomfort.
Lack of Psychological Safety: If your meeting culture is one where people are constantly interrupted or their ideas are dismissed, why would anyone bother?
Introversion: Some people need time to process before they speak. They might have brilliant ideas, but they're not going to blurt them out.
They Don't See the Point: If the meeting seems pointless or disconnected from their work, why would they invest their energy?
The Ripple Effect: When Inclusion Fails
When people don't feel included, the consequences go way beyond a boring meeting.
Decreased Morale: People feel undervalued and disengaged.
Missed Opportunities: You're losing out on diverse perspectives and innovative ideas.
Resentment: People start to feel like their time is being wasted, leading to bitterness and frustration.
Poor Decision-Making: If only a few voices are heard, decisions are likely to be biased and incomplete.
Taming the Roar: Calming Down the Extraverts
Now, let's talk about the other end of the spectrum: the people who love to hear themselves talk. Bless their enthusiastic hearts, but sometimes they need a gentle nudge to share the stage, and I know, I’m one of the people needing that nudge to shut up sometimes!
Structured Speaking Turns: Implement a round-robin approach, giving everyone a chance to speak.
Time Limits: Set clear time limits for each speaker.
Parking Lot Technique: If someone goes off on a tangent, gently suggest "parking" their idea for later discussion.
Facilitation Tools: Use tools like virtual hand-raising or chat functions to manage the flow of conversation.
Directly but kindly speak to the person in question: "Thankyou for your input, we would now like to hear from others in the room."
Spice It Up: Imaginative Meeting Ideas
Let's ditch the dreary and embrace the dynamic.
Walk and Talk: If possible, take the meeting outside for a walk. Fresh air and movement can spark creativity.
Visual Thinking: Use whiteboards, sticky notes, and mind maps to encourage visual brainstorming.
Storytelling: Frame discussions around stories and anecdotes to make them more engaging.
"What If" Scenarios: Explore hypothetical situations to encourage creative problem-solving.
Gamification: Introduce elements of gamification, like quizzes or challenges, to make meetings more interactive.
Virtual Escape Rooms: For remote teams, virtual escape rooms can be a fun way to build teamwork and problem-solving skills.
"Silent Brainstorming" Everyone writes down ideas for a set time, then the ideas are discussed. This stops the loudest voices from dominating the start of the meeting.
Use different media: Use videos, or audio clips to stimulate thought, and give people something to discuss.
Meeting Structure
When you are setting up a meeting have a really good think, who actually needs to be there? How much time is it taking out of their day and how much does that cost! Getting the right people at your meeting is a good start, you can always communicate the essence of the meeting afterwards or use another method for consultation.
Do you have a clear agenda, have you decided how long the meeting will take, what are the rules/ agreements for your meetings, how do you note down what happens, what the outcomes/ tasks are going to be and who will do them and when?
The Bottom Line
Meetings don't have to be a soul-crushing experience. By creating a culture of inclusion, managing the dynamics, and injecting some creativity, we can turn them into valuable opportunities for collaboration and innovation. Thinking differently about how you run your meetings will make sure that your get the best out of everyone and their time.