How Proper Planning Leads To Active Participation

Team leaders who have previous experience of running group meetings know that each get-together is different and you need to get prepared if you want attendees to join in. Some managers may mistakenly believe that there will be more active participation if the group is larger but this is not always the case. There are different factors that you ought to take note of when organising a meeting of this type.

Plan for participation

It goes without saying that interaction among attendees depends on the type of personalities invited to the meeting. Some functions may feature outspoken colleagues who keep discussions moving to the point that others cannot get a word in. While others require more prompting for responses, both situations need to be handled differently, with overly-talkative colleagues given boundaries as to what the subject matter is and how much time is available.

To make sure that fellow workers are primed to consider topics brought up, it's a good idea to schedule meetings at a conducive time of day. Before and after lunch could be tricky times as attendees may feel too hungry or tired after eating. Another way to plan for participation is to print and send agendas to all those who are turning up, so they're aware of what is being discussed before hand - giving them an opportunity to prepare questions.

Ice breakers

These can be used to promote a friendly atmosphere and get people talking before the agenda kicks off. Some firms like to use refreshments to encourage attendees to mix, while others stick to simple introduction techniques where each colleague tells others his/her name and role in the company.

Organise group activities

If the group is particularly large then it might be beneficial to divide it into smaller teams. This technique can also act as an ice breaker if 'games' are included, but the method is also a good way of promoting interaction. Each group can be given a different point of view to discuss and their thoughts relayed to all the other attendees. This helps focus discussions on different subjects within the agenda, so you spend less time in front of the group informing them about the topics.

Create a safe environment

Not all attendees will feel comfortable or confident actively participating during the function, despite the ice breakers and activities organised. Attendees all bring different perspectives and opinions to the get-together and it's important to make them feel their input is valued. Some team leaders attempt to overcome these difficulties by asking each attendee one-at-a-time to air their feelings on the matters at hand, which could work for smaller teams.

Other approaches include requesting a 'show of hands' regarding opinions on subjects and then directing questions at certain groups. When others offer their opinions it's important to ensure that they are not belittled by other more dominant members of the team and to remind the group that all opinions are valid.

Active listening

Although it's important to get others involved in the meeting, it's essential that you don't forget that you also have a role to play. If you are leading the function then it'll be your responsibility to try and keep the function on-time, which is possible by issuing subtle reminders how much needs to be covered in the specified amount of time. As attendees get more involved, you may like to have software to hand so you're able to take notes and record feedback.

This is important as it helps you form later documents that may be sent to those who will be affected by the outcome of the meeting. Likewise colleagues who see that their opinion is being recorded may feel their feedback is validated and be more likely to get involved.