How you can lead more inclusive meetings

One of the most high-impact ways to boost collaboration (and innovation) is to intentionally run more inclusive meetings.

You’ve built a diverse team, but who is speaking most in your meetings? Diversity is about representation, but inclusion is about belonging. Running inclusive meetings is essential to creating a culture of belonging and learning from these perspectives.

But according to one study, only 35% of employees report feeling consistently comfortable contributing in meetings. Why is this?

• Meetings are often dominated by a few individuals, while introverts and junior team members are reluctant to contribute.

• Women and other minority groups are more than twice as likely to be interrupted in group dialogue.

• Groupthink takes hold, and everyone jumps on the bandwagon of one idea. Individuals aren’t comfortable introducing ideas that go against the tide of the group.

• The HiPPO effect (Highest Paid Person's Opinion): The bias towards accepting the Highest Paid Person’s Opinion as the most valuable, therefore other opinions are never brought forward.

In order for creativity and ideas to flow, team members must feel safe to be vulnerable and speak up. How many ideas and insights are lost when not all feel safe to contribute? By intentionally leading more inclusive meetings, you will improve collaboration, and unlock the best ideas in your team.

8 Tips to lead more inclusive meetings

1. Share the agenda in advance and invite others to contribute to it.

2. Set expectations that promote psychological safety. Only in a psychologically safe environment can people feel comfortable to be vulnerable, share their ideas, and voice their thoughts and concerns. Review the ground rules so everyone is aware of their rights and responsibilities.

   • encourage active listening (no multi-tasking/being visibly disengaged)

   • don't interrupt (and let participants know you will intervene if they do)

   • disagree with others respectfully

3. Structure all discussions by talking in turns, using a timer.

4. Begin the meeting with a short icebreaker that sets a positive tone and encourages everyone to contribute.

5. Work Together Alone (see Note & Vote)
   This means you are working together in the room (or online) but each writing down ideas silently on sticky notes to share anonymously with the group. This method reduces groupthink and bias, team politics, and gives EVERYONE a chance to share their ideas.

6. Use anonymous voting such as voting with sticky dots. This, along with writing ideas Together Alone, allows the best ideas to be objectively selected, regardless of whose idea it was.

7. Reduce HiPPO bias

   1. If you are the most senior person in the room, invite others to share their ideas before you share yours.

   2. Encourage others to express opinions that differ from your own.

8. Use different ways to contribute. Besides speaking up verbally, try Note & Vote, sketching ideas, writing in chat, or anonymous poll apps like Mentimeter.

All team members should feel as though they can share their thoughts and opinions freely, not just those of a select few. Intentionally leading more inclusive meetings creates a sense of belonging among co-workers that can boost employee retention, and improve team collaboration and innovation.

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Resources

https://hbr.org/2016/04/run-meetings-that-are-fair-to-introverts-women-and-remote-workers

https://grow.betterup.com/resources/insights-report-inclusive-leadership

https://www.workshopper.com/post/how-to-run-inclusive-meetings

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Thanks for reading Collaboration with Rhino! 😊 I share content around collaboration, facilitation, innovation & team building. I would love to hear your comments and suggestions!

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