We’ve all been there—meetings that leave us drained, distracted, and wondering if anything was really achieved. With so many meetings in our calendars, it’s easy to feel overwhelmed. But here’s the thing: a good chair can make all the difference, which is why learning how to run a successful meeting is worth the effort. In last week’s blog, How to Chair a Meeting: A Skill Worth Developing we covered some basics of chairing a meeting. We looked at the role of the chair, how to prepare beforehand, how to open the meeting with a warm welcome, setting expectations and managing time effectively.
Now, we’ll dive into some other important topics, like creating an environment where everyone feels heard, closing the meeting effectively, reflecting on its success, and continuously improving your chairing skills. Then hopefully we can have more meetings that are not just productive, but also inclusive and engaging.
Facilitating the Discussion: Making Everyone Feel Heard and Valued
One of the most important aspects of running a successful meeting is ensuring that everyone feels their input is heard and valued. We’ve all been in those meetings where the same voices seem to dominate, while others struggle to get a word in. For many people speaking up can be a real challenge. Moreover, the data shows a clear gender gap when it comes to women speaking up in meetings. This is why, as the chair, it’s something you need to be mindful of. I explored some of the biases women face in a recent blog, which you can find here.
So, how do you ensure everyone feels able to contribute? Here’s how I approach it:
1. Be Mindful of How to Engage Quieter Participants
As someone who is a natural introvert, it’s really important to me to ensure that quieter participants have a chance to contribute. For me, its about creating an inclusive environment where people feel able to do this and not just by putting people on the spot. Putting people on the spot might make you feel like you are including everyone but this type of pressure doesn’t work from everyone, especially quieter and neurodivergent colleagues.
To support this, providing a bit of advance notice before asking for input can be helpful. For example, letting people know that you’ll be asking for their thoughts can reduce the pressure and make them feel more comfortable participating. For instance, you might say, “I’d like to hear your perspective on this too, [Name], I’ll come to you after these next comments.”
Additionally, be attentive to body language and non-verbal cues. If someone seems hesitant or reserved, gently encourage them. I find a good way to give people an opportunity to contribute, without them feeling pressured is to make it optional, such as asking “Do you have any thoughts on this topic?” or “Would you like to add something?”
2. Give People Options How to Contribute
From the start, I offer people various ways to contribute. Personally, I prefer virtual meetings for this reason—they provide more options for inclusivity. Participants can raise a digital hand, post questions or comments in the chat, or simply acknowledge what’s been said with reactions. It’s important to recognise that people have different preferences and comfort levels when it comes to contributing. By providing multiple ways for people to share their input, you can create a more inclusive environment where everyone has the opportunity to engage in a way that suits them best.
3. Use a Round-Robin Approach
For more structured discussions, you could consider using a round-robin approach. This method ensures that everyone has the chance to speak by taking turns. It’s particularly effective in creative sessions or when making decisions, as it helps make sure all voices are heard and prevents any one person from dominating the conversation.
The Importance of Valuing People’s Input
One way I try to make people feel valued is by acknowledging each contribution. This might involve a nod, a thank you, a brief comment, or by building on their point. To genuinely make people feel heard, start with active listening. While it might sound simple, it can be more challenging in practice. Aim to listen with the intention to understand, rather than just preparing your response. I also steer clear of stock phrases like ‘great question’ unless it truly fits the situation, as they can often come across as insincere.
Managing Dominant Participants
If I notice a few voices dominating the conversation, I’ll step in to redirect and make space for others. Because if someone is dominating the conversation, it’s your role as the chair to gently intervene to give others a chance to speak. You could say, “I appreciate your insights, but let’s hear from others as well.” It’s about creating space for balanced participation without dismissing anyone’s contributions.
Closing the Meeting
Once you’ve created an environment where everyone feels heard and valued, it’s important to maintain that sense of clarity and inclusion right through to the end of the meeting. Have you ever left a meeting feeling more confused than when you arrived? It’s not uncommon. When you’re chairing a meeting, closing it effectively is just as important as starting it off right. The way you wrap up is your chance to make sure everyone walks away with a clear understanding of what’s been decided and what needs to happen next. Here’s how I close a meeting on a high note:
Recap the Main Points
Before wrapping up, take a few minutes to summarise the key points discussed. Highlight any major decisions made. This recap helps reinforce what’s been accomplished and ensures nothing important gets overlooked.
Clarify Action Items
Make sure to clearly outline who is responsible for which tasks and when they need to be completed. This avoids confusion and ensures everyone knows their next steps. For example, you could say, “To confirm, [Name] will handle [task] and have it completed by [date].”
Express Appreciation
Thanking everyone for their time and contributions helps maintain a positive atmosphere. It’s a simple way to show that you value their input. Even a quick “Thanks for a productive meeting, everyone” can make a big difference.
Encourage Feedback
If appropriate, ask for feedback on how the meeting went. You might say, “Was there anything you think we could improve for next time?” This shows that you’re open to suggestions and committed to making future meetings better. In some meetings, I’ve had someone act as a ‘meeting reviewer,’ offering a brief summary and feedback at the end and this can be really helpful.
Reflecting on the Meeting
When the meeting is over, it’s important to take time to reflect on how it went. I find this reflection can be incredibly valuable, helping you improve your skills and ensure that future meetings are even more effective.
Self-Assessment
After each meeting, take a moment to reflect on your performance as the chair. Ask yourself questions like, “Did I keep the discussion on track?” or “Did I ensure that everyone had a chance to speak?” This self-assessment helps identify areas for improvement and reinforces what worked well.
Seek Feedback
It’s also helpful to ask participants for their feedback. A simple follow-up email or a quick survey can provide insights into how others perceived the meeting. You might ask, “Was there anything that could have been handled differently?” or “How did you feel about the way the discussion was managed?”
Review and Adapt
Consider how you can use the feedback and your reflections to adapt and improve. If participants felt that a certain part of the meeting dragged on, think about how you might tighten it up next time. Similarly, if there were complaints about a lack of participation, consider how you can better encourage engagement.
Keep Honing Your Skills to Chair Better Meetings
Like any skill, learning how to run a successful meeting gets easier with practice. Keep refining your techniques and experimenting with new approaches. One effective way to improve is by learning from others. Observe how someone you find impressive handles meetings, and if possible, discuss their approach with them beforehand. This can help you pick up new strategies of your own.
Conversely, if you find yourself in a poorly chaired meeting, use it as a learning opportunity. Consider what you would have done differently and share your reflections with the chair if appropriate. For instance, you could say, “I felt my view was dismissed, and I would appreciate notice before being asked to contribute.”
We spend a lot of time in meetings, so don’t settle for mediocre sessions. Reflect on your recent meetings and think about one change you can make to improve them. Whether it’s better time management, more inclusive discussions, or clearer action items, every little tweak helps. What will you do to ensure your next meeting is even just that little bit better?
Feeling Overwhelmed with the Meetings in your Diary?
Then why not watch “How to save the world from bad meetings.” This short, light-hearted Ted Talk reinforces the importance of taking a moment to pause and reflect before you mindlessly accept all those meeting invites.
Want to Improve your Public Speaking Skills?
Ready to shatter your speaking fears and overcome public speaking anxiety? As a public speaking coach, I’ve seen countless individuals transform their fear into confidence. I want this for you too!
If you’re serious about improving your public speaking skills, consider enrolling in one of my public speaking courses. These expert-led courses will help you gain confidence, reduce the fear of public speaking, and become an impactful speaker. Want one-to-one support? Check out my public speaking one-to-one support and start your journey to confident public speaking today.
If you want public speaking tips and advice direct to your inbox then sign up for my newsletter. You will get exclusive access to FREE sessions, resources, public speaking tips and support.
View comments
+ Leave a comment