| In many meetings it feels like 90% of the time is consumed by 10% of the people. Members usually dominate because they are knowledgeable or they are passionate about their views. However, with dominated discussions, quieter members (and their good ideas) are left behind. Everyone loses.
Many meeting chairs hesitate to intervene for fear of offending dominant members. How can "the scale be balanced", so you can be sure to benefit from the expertise and ideas of all members, including quieter ones? Consider two types of interventions: Before the meeting and at the meeting.
Pre-meeting
interventions:
- Speak to dominant
members privately: "Dave, can I ask you to do me a favor? What
I notice in our meetings is that you usually have a lot to say on
issues, and that's positive. At the same time, we need to make room
for other members to speak, especially quieter ones. We need their
ideas and perspectives, so we can make better decisions. Can I count
on your support?"
- Have private discussions with quieter members: "Jessie,
would you consider speaking up more often in meetings? We need your
knowledge and expertise to make better decisions. Is there something
that needs to be done to make it easier for you to speak up?"
- Give as many individuals as possible pre-meeting assignments. For
example, ask a quieter member to research a topic, prepare a report,
present it at the meeting, and facilitate a discussion.
Interventions
at the meeting:
- Speak about balanced discussions at the start of the meeting. For
example: "Some issues on our agenda are complex and difficult.
To make good decisions, we need to hear as many different perspectives
as possible. Can we work together to make room for everyone to participate,
so we can reach broad-based consensus?"
- In a large meeting, establish participation protocol: "To
make sure everyone has an equal opportunity to participate, I suggest
we limit our comments to 3 minutes each. Also, on each topic, we will
go one round of speakers, and - if time permits - a second round.
Is this agreeable to the group? Thank you". Note: If there is
opposition to your suggested protocol, do not capitulate (That would
amount to the "tyranny of the minority"). Just take a show
of hands on these guidelines.
- If a few individuals dominate, try this: "Thank you Rob and
Liz for your input. Lucy, you've had experience with similar projects.
Where do you think we should go with this one?"
- Initiate a "round table" periodically: "Shall we
go around the room and hear a brief comment from each member? Shall
we start with you, Debby? What do you think about this idea?"
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