What is it
like in your
office when the team gets together in a meeting?
Do some people knock heads? If you're attempting to brainstorm ideas, do
the same people always take center stage in discussions? Do some
people clam up completely? To get the most from your group you must create a safe
environment for discussion, and encourage divergent thinking at the
same time!
Here are some ways to encourage
full participation in meetings, while managing to elicit a wide
range of ideas. The death knell for a meeting is "groupthink"
wherein creativity withers because the strongest personalities
direct the group.
ENCOURAGE DIVERGENT
THINKING
People will feel more comfortable to bring up
their ideas when you indicate that there are "many ways to look at
this topic". After the most vocal people have verbalized their
opinions follow up with, "I want to hear other ideas, other ways to
consider the issue. What are some of the other ideas
here?" Make it clear that you expect and want to hear other
opinions. When the quiet individuals do participate,
acknowledge the good points of what they've said. This
encourages more participation. To encourage more ideas, "Okay,
we've heard 3 ideas, what other ideas/options are there here?"
You may even give the group "fair
warning" at the start of the meeting that you want to hear
everyone's opinions, "I want to hear from everyone and we're NOT
looking for agreement, but for different ideas. So I'm going
to go around the room to hear what everyone thinks. We want to
hear different opinions and I'm not looking for everyone to
agree!"
WATCH FOR BODY LANGUAGE
CLUES
Sometimes an individual may have an idea but is
hesitant to open his/her mouth. These individuals often show
subtle clues nonverbally, a shift in eyes or posture, a slight
opening of the mouth. Watch for these clues and ask, "Did you
have something you'd like to say about this? Let's hear your
thoughts!"
THE UNSPOKEN
THOUGHTS
This is a terrific exercise to get people to
open up. It comes from The Facilitator's Guide to
Participatory Decision-Making by Sam Kaner (New Society
Publishers, 1996). This exercise is particularly effective
after the group has been discussing an issue that needs to be
resolved ... but some people seem to be hesitant to
participate.
THE EXERCISE:
Have the
group break into pairs. Ask each partner to answer this
question: "During this discussion have I had any thoughts that
I haven't said aloud?" This statement may elicit some
embarrassed sniggling at first! Assure people that no one is
required to say anything they don't want to say.
Next ask the pairs to consider
this question, "Would the group benefit from hearing your
partner's thinking?" This gives the pairs the
opportunity to investigate how to present it to the group.
Now have everyone return to the
large group. Ask for volunteers to share any of their own
thoughts that might be useful for others to hear.
NON-JUDGMENTAL
BEHAVIORS
A most important element in relation to
ensuring a safe environment is modeling non-judgmental
behavior. That is, if you want your team to actively and
openly participate in discussion, you must exhibit the words, vocal
quality and behaviors that support this message. Don't
interrupt others when they are verbalizing their thoughts.
This is especially important when a person who is typically quiet
finally opens up. Give this person space! Make sure that your
voice, your eye contact and your body language show openness to
others. Show others that you listened and ensure comprehension
by paraphrasing what you heard, "If I understood correctly, you're
saying that ..." Then give the person the opportunity to
confirm or correct the intent.
Also
see Boswell's related article:
Create the
Effective "Brainstorm Team"
How do you create a productive
environment within which to
investigate new ideas and develop
team
opportunities?