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Engaging Everyone in Meetings
January 17, 2023
The universal purposes of meetings are to share information and make decisions. The best decision-making meetings engage all attendees in the discussion. Yet, attendees sometimes offer so many ideas there is no time left to make a decision. Or, the push to make a decision quickly doesn’t offer space for the sharing of relevant information. If you are wondering how your next meeting can address both aspects of an effective meeting, read on.
- Be clear on the purpose of the meeting by precisely stating what you want to achieve by the end.
- Then, divide the attendees into groups of 2 to 4 and give them a specific task. For example, ‘List 5 benefits of the merger we are considering” or ‘List 3 program ideas for our monthly meetings”.
- Ask the small group members to list their ideas on a flipchart in large print. Post them at the front of the room.
- Ask the participants to identify ideas that appear on multiple flipcharts and list the themes on a summary flipchart.
- Now that everyone has thought about the topic at hand, shared their ideas, and heard diverse input, dig a little deeper. Encourage whole room discussion by asking open-ended questions such as “What value will this idea add to the project?” or “How can we access these resources”.
- After there has been some discussion around each theme on the summary flipchart, ask “What questions or concerns haven’t been addressed yet?”
- Now attendees are likely ready for a vote or a consensus decision.
Since all meeting attendees have been involved and informed, they are more likely to buy-in to the decision and support its implementation. Engaging meetings are a great success for the organization and the team members!
Based on “Four Cs of Effective Conversation” - The Ohio State University Leadership Center. Ever walked out of a meeting thinking everything was settled, only to realize later that key actions didn’t happen, or alignment was off? That’s because effective conversations require four key elements: clarity, candor, commitment, and completion. Clarity: Make Sure Everyone’s on the Same Page Miscommunication is one of the biggest productivity killers. It’s easy to assume people understand what’s being said, but without clear expectations, mistakes happen. Take the time to check for understanding—what’s obvious to you might not be obvious to everyone else. Candor: Say What You Mean, Mean What You Say Honest, direct conversations build strong teams. When people hold back their real thoughts or concerns, issues fester, and progress stalls. Creating a culture of candor—where people feel safe to speak openly—makes teams more effective and relationships stronger. Commitment: Get Specific About Next Steps A vague “I’ll handle it” often leads to dropped balls. When commitments are specific—who will do what by when—things actually get done. Leaders sometimes hesitate to ask for deadlines, fearing it feels like micromanagement, but clear commitments drive accountability without overstepping. Completion: Don’t Move On Too Soon Before wrapping up a discussion, check that everything’s been addressed. Did we answer all key questions? Does everyone know what happens next? Ensuring a topic is fully covered prevents confusion later and keeps teams aligned. Mastering these four Cs can turn routine workplace conversations into powerful tools for productivity and collaboration.
Today's workplaces are changing, and managers play a key role in increasing workplace morale and productivity. Research shows that managers impact 70% of what affects how engaged and effective employees are. Surveys show many employees are dissatisfied. They say that expectations are unclear, they don’t feel respected by management, they don’t get enough training, and they don't see how their work matters. With the increasing number of seniors and fewer people in the workforce, increased productivity is essential. Strong leadership is more important than ever. Managers need to develop skills to help their teams succeed. This includes: • Setting clear goals, • Showing appreciation, • Providing good training, and • Helping employees see the purpose of their work. The innovative Conversational Management program helps managers build these leadership skills. It focuses on the leadership practices which boost engagement and productivity. Managers can participate in a virtual Test Drive to see how these strategies can improve teamwork and performance. If you want better results and productivity, REGISTER HERE to join a Test Drive and learn about this highly effective leadership approach!