I want my employees to participate more in meetings. How do I do that?

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Some of the best ways to get more participation are the same ways to make the meeting effective: advance planning, clear expectations, and helping everyone feel comfortable speaking up, even those who are normally too shy or timid to do so. For example:

• Setting an agenda, then posting it on a flip chart as you work through the meeting, will help people to see where you’re headed with the meeting. The more comfortable they are with the topic and direction of the meeting, the more likely they’ll be to speak up. And distributing the agenda ahead of time gives people time to think through the topic, do research or planning, and get into the mindset to contribute.
  
• Make the desired outcome for the meeting clear up front. Meeting participants need to know up front whether you’re meeting just to give information, to gather input, to solve a problem, or something else. Knowing your expectations will help them feel more comfortable with their contributions.
  
• If certain people continue to take over the conversation, while others sit quietly or timidly try to interject, the facilitator must step in. Ask the vocal ones to hold their thoughts for a moment, then call on those who look like they want to speak up, giving them a chance without putting too much pressure on them. Don’t make them speak, just open the floor in case they have something to say.
  
• Check in from time to time, asking the group whether they think the discussion is on the right track. If they have other angles to discuss, this is the perfect time to bring them up.
  
• Acknowledge all ideas. Don’t give approval to some ideas, or disapproval to others; stay neutral and make people feel welcome to contribute.
  

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