How do I encourage my employees to speak up during meetings?

26 Comments

1. AnonymousJanuary 27,2023 at 5:53PM UTC

   Could you pose some questions pre-meeting either in email or handouts and allow individuals to respond by email or encourage them to talk to you individually?

2. AnonymousJanuary 27,2023 at 6:21PM UTC

   It doesn't matter. Those people have learned that by speaking up, they get punished, interrupted, mocked. They are not the chosen people (ie. extroverted perfect people).

   An anyonymous survey is a good way to get an earful.

3. AnonymousJanuary 29,2023 at 6:33PM UTC

   Extroverted people get shit on too if they disagree with mgt.

4. AnonymousJanuary 27,2023 at 6:52PM UTC

   I find setting an expectation statement at the beginning of the meeting helps. I am looking for feedback and I highly encourage participation. For those that I know may not speak up, I would speak to them separately to get feedback prior to the meeting...

5. AnonymousJanuary 27,2023 at 7:36PM UTC

   I gave my team members the agenda ahead of time and let them know I'd appreciate their feedback. What else could we do, what projects sparked their interest and if there was anything they wanted to work on together with another team member. Instead of putting them on the spot, they knew what was coming and could prepare accordingly. I found that it helped stimulate conversation and it wasn't simply nodding at what I said. They were invested in the process and were able to help move plans forward.

6. AnonymousJanuary 27,2023 at 7:41PM UTC

   Do they feel supported on their team? That their teammates are going to listen to them or belittle their statements. Many people go by the adage, "Better to have people think you are an idiot rather than open your mouth and confirm it".

   Also, sometimes there is obviously a direction being pushed. If your opinion varies from the obvious direction, some teammates are not going to rock the boat. Sometimes it's just not worth the effort. Send an email to the team asking for their feedback and a stated date that you want that info. Have that info sent directly to you and let them know it's only seen by you and will be shared anonymously.

7. Jennifer MooreheadJanuary 27,2023 at 8:20PM UTC

   Check out the book called “ Zapp! The Lightning of Empowerment “ and Hero Z by Byham .

8. Jerri WalkerJanuary 27,2023 at 8:51PM UTC

   I really like the suggestions of giving people the items you want input on ahead of time. Some people are not good in the spur of the moment. I would also say, if you can get one person ahead of time to think of a question or comment - it can help get the conversation going. I also, in the past, have used team meetings to have others present. Often, when they are speaking first, it makes the team more loose. We started team meetings, at least once a month, with a peer presentation (interesting problem and how they solved it, something they read that would help in the job, etc) and that really made for more team participation.

9. AnonymousJanuary 27,2023 at 11:14PM UTC

   I am on the quieter side in meetings sometimes. What has been effective for me is having my manager encourage me to speak up in meetings. Sometimes when you are shyer having someone tell you that it’s ok to speak up helps boost confidence. Also what might also be effective is if they have an idea that you like, tell them that you are going to call on them in a meeting to talk about their idea. That way they can build confidence speaking up in meetings without being put on the spot.

10. AnonymousJanuary 28,2023 at 6:58PM UTC

    I think you start at the top of the meeting by telling folks that the meetings going forward are ones where each attendee should be prepared to speak on the meeting topic as you go around the table and that the collaboration and decisionmaking of the team will be the sum of the parts that you collect from each person. When people think they will be left out of decisionmaking or future thinking they may be spurred to speak up more.

11. Kathy LeskiJanuary 28,2023 at 7:10PM UTC

    I would do two things, agenda as some have stated for update meetings with each employee providing their respective update. When it's a discussion on a topic, I would purposely ask one of the quieter employees their opinion. Validate their comments. I wouldn't always call on them, rather switch it up to ask both vocal and non-vocal employees. The quieter ones will start to gain confidence with your support of them in front of the full team.

12. GirlBossanova934974January 29,2023 at 1:40PM UTC

    No meeting unless it is a last minute meeting should be conducted without an agenda. Publish the agenda and agenda topics a week ahead of the meeting and assign names to the topics/agenda items on the list. List the time slot and time allowance for each agenda item.

13. AnonymousJanuary 29,2023 at 1:41PM UTC

    If you truly want feedback from quieter more introverted employees, you have to realize we have a different communication style. It’s not that we don’t have ideas or don’t want to share them. Instead, it’s that we need time to process our ideas and be solid in what we are going to say before just spurting it out. We tend to be over thinkers, and the idea of sharing out an idea before it’s fleshed out is intimidating, especially as our ideas tend to be different or even a few steps ahead of where everyone else may be because of the overthinking so it can not always be taken well right at the time.

    My suggestion is a total change in meeting format. Have 1/3 to 3/4 of the meeting with a pre-planned discussion that’s been set out on an agenda. Have specific discussion points and questions listed out that staff can expect to go over during this time. Possibly even consider an online teamwork platform such as jam board where ideas can start to be shared before the meeting even starts. I know when I’ve had time to think, gather my thoughts into cohesive ideas and know the direction to expect the discussion to go I’m much more open to being vocal, and can handle the back and forth discussion and feedback on ideas better because it’s not all just spur of the moment.

    I do think it’s important that a portion of the meeting stays open for more organic in the moment discussion, ability to bring up topics not on the agenda, a more traditional set up. You don’t want to alienate your more extroverted employees by only addressing the introverted perspective. That’s where employers can tend to go wrong they attempt to full force meet one communication style or the other… you’ve got to find a balance for both within your work environment!

14. Harley RaptorJanuary 29,2023 at 2:13PM UTC

    I only read a few comments and no one mentioned this but if another did my apologies: talk to the quieter employees one on one. Tell them that you want to make sure they feel comfortable in your meetings and you want to them to feel safe/comfy/etc enough to contribute/share their ideas, but you're not sure how they would be supported best. Ask if they have any preferences for contributing ideas. Ask if they have things they don't feel like doing. Some people simply do not feel comfortable speaking their ideas aloud in a group, regardless of what you do, and that's valid and can allow you to create an ideas box of some sort.

15. Leo FrenchJanuary 29,2023 at 3:57PM UTC

    It has been my experience with when employees are reluctant about speaking up or out. There could be a trust issue involved, meaning negative actions has been taken against some whom have spoken out. My recommendation would be to create a hypothetical situation where employees would give their point of view regarding the subject matter you wish them to express like someone anonymous.

16. AnonymousJanuary 29,2023 at 4:59PM UTC

    Trust me, “icebreakers” that go around the room and put everyone on the spot are not going to encourage quieter employees to speak up more.

17. AnonymousJanuary 29,2023 at 5:05PM UTC

    Is “during meetings” the only way to get their opinions? If this is truly about feedback on group work, then there are probably other ways to solicit it from people who don’t speak up during meetings.

    There are (at least) two other parts to this question though. First, are the meetings run in a way that allows everyone to feel comfortable participating fully? Is there, for example, an employee who talks over everyone or a culture that allows ideas to be dismissed? Second, being able to speak up confidently is a skill, and it is one that does not come naturally to many people. You can work with employees in developing this outside of specific meeting expecations.

18. Danielle SimonJanuary 29,2023 at 5:27PM UTC

    Skimmed some of the comments.

    I don't speak in meetings without, for lack of a better word, being "forced" to. I think it's important to realize that not everyone wants to talk in meetings. A big thing to think about with these people is whether or not they actually *really need* to be in these meetings. The majority of the time, I don't even feel like I need to be there. I'm an "execution" person, and I'd rather others have the ideas and do the brainstorming and then let me know afterwards what they need/want me to do without wasting my time or trying to force me to participate and speak up. I've found that, even when I am asked questions and give an opinion, my feedback is never really taken or it just results in extra work for me. If you're not really going to listen or you could totally do without me in the meetings, I'd rather not be there.

    I've also mentioned on FGB before that this idea that everyone in a meeting needs to talk is not one that I buy. The more people talk in meetings, the longer the meeting goes on and the more work is not getting done. This is another reason I don't speak in meetings. I'm not at work to spend an hour plus listening to everyone take their turn expressing him/herself. Again, not everyone sees these meetings as valuable, and some people feel they don't need to be there or would rather be finishing their work.

19. AnonymousJanuary 30,2023 at 1:28PM UTC

    Absolutely correct. Most meetings are for those who are in love with the sound of their own voices. They will blather on and I want to shut them up. "I would like to thank my intern for all her hard work.... " yadda yadda yadda. I would say that meetings could be a way to communicate info to many people at once without repeating yourself (like a press conference), but the vast majority are completely pointless.

20. Stephanie F, MSHRMJanuary 29,2023 at 5:41PM UTC

    I am a thinker, so I would sit back and listen and observe a lot more and never use to speak up in meetings unless there was absolutely something I had to add. My former supervisor of some years back gave me feedback to provide myself with a goal to contribute at least 2-3 things in every meeting. The best advice given.

    It allows you to get noticed and for people to see you as a subject matter expert who can contribute to the team.

21. AnonymousJanuary 29,2023 at 6:29PM UTC

    It’s not just because people are quieter that people don’t speak up. I’m tired of management retaliating against anyone who disagrees with them. Speaking up is an occupational hazard.

22. AnonymousJanuary 29,2023 at 7:30PM UTC

    Try using tech tools like Slido for anonymous polling and input. It can level the field.

23. AnonymousJanuary 29,2023 at 8:08PM UTC

    I'd find a way to connect with them outside of group meetings to develop a different type of relationship with them. Make the investment, and once you get to know them a bit better, you can bring up the fact that they don't contribute as much as others in a sensitive way and perhaps they will share with you why... Maybe after you develop a different relationship with them 1:1, they will feel safe speaking up, if that happens to be the issue...

24. Sidney BristowJanuary 30,2023 at 12:42AM UTC

    What I do is give the quieter folks the agenda ahead of time and ask that they give it some thought and write down a few ideas or questions. That way they are prepared and can engage with some of the others who are apt to think in the moment. I'm like that too -- I need time to process and think.

25. AnonymousJanuary 30,2023 at 5:25PM UTC

    Introverts don't like to go off half cocked in way that extraverts like to think out loud partially formed ideas. Neither is the wrong way to go. They are 2 different styles that need accommodation. The way you phrased it is to say you need to give extra time for the slow rather than give heads up those that prefer to think before opening their mouths.

    No meeting should be held without an agenda. It allows for preparation which hurts no one. I do agree with WendyRM shutting down those that tend to talk over people. Nothing shuts down good dialog more than verbal bully (intentional or unintentional).

26. PebblesFebruary 1,2023 at 4:57PM UTC

    Early in my career, I was very quiet - and intimidated - in meetings. I’m an introvert by nature, and I didn’t want to talk unless I really had something to say.

    Now, a couple of decades later, I’m leading a team and I’m wearing the costume of an outgoing person. There’s a new person on my team, close to my age, so I know he’s got plenty of experience. He’s aggressively quiet, meaning, he’s said that he’s going to keep his mouth shut (his words). I’ve been encouraging him to ask questions because it’s all new to him, but he says literally nothing. He’s not proactive about learning anything or taking on new work, and he doesn’t offer opinions in meetings. At all.

    I understand better than most how difficult it can be to speak up. We have small meetings, often over zoom, and nothing. He’s still very new, and I’ve been encouraging him to ask questions and share his opinion, but literally nothing.

    There’s some good advice below that I will take to heart.