In today's fast-paced world, meetings are a ubiquitous part of professional life. Whether they're virtual or in-person, meetings serve as essential forums for collaboration, brainstorming, decision-making, and sharing information. However, it's not uncommon for some participants to dominate discussions while others struggle to have their voices heard. To ensure productive and inclusive meetings, it's crucial to practice meeting etiquette that empowers all participants and gives them their voice. In this blog we'll explore strategies and techniques for achieving this balance.

Establish clear objectives

The first step in ensuring everyone's voice is heard is to set clear objectives for the meeting. Determine the purpose, desired outcomes, and agenda in advance so it can be shared with participants. This will enable them to attend prepared and ready to tackle their role in the discussion. Having a shared goal means it is easier to keep the meeting on track and make sure all voices are relevant to the topic.

Limit meeting size

You should consider the size of your meeting carefully. Whilst you may not be able to dictate number, smaller groups are often more conducive to inclusive discussions. When there are fewer participants, it's easier for everyone to contribute and engage actively. Larger meetings tend to create an environment where some voices are more likely to be drowned out or overlooked. If a large group is necessary, consider breaking it into smaller sub-groups or use breakout sessions to encourage more focused participation.

Create an inclusive environment

To empower all voices, it’s crucial to foster a safe and inclusive meeting environment. This means establishing ground rules for respectful communication, such as:

• No interrupting
• Respecting opinions
• Encourage participation
• Use inclusive language

Setting these ground rules at the beginning of the meeting can help create a respectful atmosphere where everyone feels comfortable speaking up. Consider using a Flipchart Easel to capture these ground rules so they are available for everyone to see in the meeting.

Rotate the facilitator role

If you’re often the person leading the meeting you will have experienced first hand the significant influence you have over who gets to speak and for how long. To distribute this responsibility more evenly, consider rotating the facilitator role among other team members. Other employees may have different styles and priorities to you, which could help ensure a broader range of voices are heard over time.

Utilise a speaking order

To ensure that everyone in your meeting gets a chance to speak, establish a speaking order. This can be as simple as having a list which is part of the agenda or going around the virtual or physical room in a certain direction. Alternatively, for remote meetings, attendees can use a digital ‘raise hand’ which is commonplace on the major communication platforms. This method ensures that the conversation flows smoothly, and everyone gets an opportunity to contribute.

Implement time limits

In longer meetings, it can be challenging to maintain engagement and give everyone ample opportunity to speak. Implementing time limits for individual contributions can help. For instance, you could give each participant two minutes to express their thoughts initially, and then follow-up comments may be limited to one minute. This approach encourages concise and focused contributions, preventing a single voice from dominating the conversation.

Encourage active listening

Active listening is a vital component of effective communication. Encourage participants to actively engage with each speaker by:

• Maintaining eye contact during in-person meetings
• Avoiding distractions, such as checking phones or multitasking
• Asking clarifying questions to show understanding and interest.
• Taking notes to capture key points and ideas.

Use technology wisely

In today's digital age, technology can be both a blessing and a curse in meetings. However, it can be used wisely to empower voices rather than silencing them. For virtual meetings, ensure that all participants have access to the necessary tools and a stable internet connection so they can give their input. Provide clear instructions on how to use any digital features, such as screen sharing or chat functions, to ensure they enhance rather than hinder their communication efforts.

Encourage written contributions

Sometimes, people may feel more comfortable expressing their thoughts in writing rather than verbally in a meeting. You could encourage participants to submit written contributions before or during the meeting. This can be especially helpful in larger meetings where speaking opportunities may be limited or intimidating. Make sure you (or whoever is leading) reads these contributions aloud or displays them on a screen or notice board to ensure they are included in the discussion.

Allow time for reflection

After important discussions or decisions are made in a meeting it's valuable to allow time for reflection before finalising conclusions. This can help quieter participants of your meeting gather their thoughts and contribute more effectively. Encourage attendees to take a break or reconvene at a later time to revisit the topic. This approach ensures that all voices have a chance to be heard, and decisions are well-considered.

Seek feedback

After the meeting concludes, seek feedback from participants on the meeting process itself. Ask for input on how to improve the meeting's inclusivity and effectiveness. This not only helps you refine your meeting etiquette but also demonstrates a commitment to continuous improvement and empowering all voices in your team or business.

Effective meetings are not just about achieving objectives; they're also about fostering collaboration, encouraging diverse perspectives, and empowering all voices. By implementing these meeting etiquette strategies, you can create a more inclusive and productive meeting environment where everyone's voice is not only heard but also valued. Remember that the key to successful meetings is ensuring that each participant feels seen, heard, and respected in the discussion, ultimately leading to better decision-making and stronger team cohesion.