Have you ever been part of a virtual team? Did you participate in an online meeting using technology? As virtual meetings between teams become more frequent, new problems arise and new solutions are needed to combat these problems. One tricky situation virtual teams can face is monopolization of a conversation by one or two people on a team. Although it is difficult for everyone to have the same “air time” in meetings, it is important to find a means to allow everyone to contribute.
Here are 6 tips to remedy this problem and get everyone in the meeting to contribute:
Tip #1: Ask team members to introduce themselves at the beginning of the meeting
A simple step that can be taken at the beginning of a meeting to help get everyone involved is a quick introduction from each individual. This provides an early opportunity for each team member to say a few words and feel more comfortable in the meeting.
Tip #2: Establish basic meeting etiquette
Another important step to take at the beginning of a meeting is to establish some meeting rules or etiquette, such as a time limit for discussions and for each person’s response. Communicating these rules at the beginning of the meeting allows everyone to have the same understanding and creates a good flow to meetings with the same amount of “air time.”
Tip #3: Target members specifically to ask for their input
During virtual meetings, the team leader must play an important role in ensuring that all members have an opportunity to contribute. A simple way to do this is, after any question or comment, to ask for the opinion of a specific person. For example, “John, how do you like Alex’s idea?” This will help engage quieter members and ensure that all members pay attention. We suggest that at the beginning of the meeting you inform the meeting attendees that you will call people by name to get their input. This will help focus your attention on the meeting and encourage participation.
Tip #4: Have one-on-one meetings with meeting members
As a team leader or manager, one-on-one meetings can also help promote equal participation and reduce meeting monopolization. These one-on-one conversations with each team member can help the team leader discuss issues that occur in team meetings in a safe environment. Whether the individual monopolizes or does not contribute enough to the meeting can be easily explained and dealt with in a clear and friendly manner.
Tip #5: Appoint a timekeeper to keep everything on schedule
Tracking time is another way to reduce time monopolization in meetings. A common method is to appoint a timekeeper to ensure team members stay within their time constraints. It is also important to recognize and validate the ideas contributed by the individual who monopolizes the meeting. Without proper recognition, they may feel underappreciated and this will hurt the performance of the team as a whole.
Tip #6: Do not include people in the meeting if they are not relevant
The phrase “less is more” can also be applied to virtual team meetings. Only include team members that are necessary for the meeting. Having a large number of people in a meeting will allow fewer people to express their ideas and will create more congestion.
As the business world becomes more aware of the success of virtual meetings, the need for effective and productive virtual meetings is vital. Although some meetings can leave some team members quiet, with a few simple changes these meetings can turn into productive meetings with all members actively involved. Virtual meetings would allow members to develop their full potential, changing the face of the business world as we know it.