Submitted by NorthwestPassage on
in
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We have a biweekly meeting where we discuss how we will implement phamacotherapy decisions into the business side of our HMO. A lot of issue are controversial, but we need to determine our stand on a lot of these medical issues.
There are approximately 35 people who attend this teleconference and from all levels directors, managers and their directs. I get enough feedback from the managers and directors, but little from their directs.
Sometimes I have a high “D” who states his opinion, which is fine, but everyone else is afraid or does not have an opinion.
So the question is, How do I get everyone to participate at least part of the time and not let the high “D” exert too much influence.
Webcams will not work due to technology limitations (Netmeeting crashes frequently during this meeting)
I was going to implement a round-robin feedback model of some sort.
Your help is greatly appreciated.
How can I increase teleconference meeting partcipation?
I'm not much help on the tech side of things.. But, one thing that works for me is to solicit opinions from the most junior member of a group first, and then get more senior. It scares some folks (but they learn no one's going to rip their head off), but if the senior person goes first, often others line up in agreement. Maybe that would work with this high D fellow. Solicit his opinion last. Not sure of technology makes this harder or easier.
Walt
How can I increase teleconference meeting partcipation?
Why doesn't anyone have feedback?
Are they afraid to give opinions? Are ideas shot down like so many clay pigeons, or do participants feel they have a safe environment?
Does anyone care? The meeting may feel important to you, but is this belief shared by the others in the group? (Or is everyone checking their e-mail with the phone on mute?) Does everyone understand the importance of the meeting?
Do participants have enough information to offer opinions? Is background information (and an agenda) distributed beforehand? Or are complex ideas being presented for the first time?
I would wander into a few offices at random and ask some of these questions (and others like them). The answers are going to help dictate your solution.
How can I increase teleconference meeting partcipation?
Giving people the spotlight works well in my organization. When people are not talking the meeting leader will say "What do you think Bob?" If Bob doesn't speak up, "Sally, do you have any thoughts on this?" That almost always gets things going.
I agree with RichRuh. Identify people you know are friendly to your cause and ones you have a good relationship with and ask for feedback.
How can I increase teleconference meeting partcipation?
You have or should have an attendance list. Use it to ask questions of attendee's that are fading into the woodwork. It keeps people from falling asleep, answering e-mail, reading Dilbert etc. The other posters are correct. Solicit feedback on your meetings. Most of all, keep the BS to a minimum and always try to follow an agenda. The MT podcast on effective meetings works even on teleconferences.
How can I increase teleconference meeting partcipation?
[quote="RichRuh"]Why doesn't anyone have feedback?
Are they afraid to give opinions? Are ideas shot down like so many clay pigeons, or do participants feel they have a safe environment?
Does anyone care? The meeting may feel important to you, but is this belief shared by the others in the group? (Or is everyone checking their e-mail with the phone on mute?) Does everyone understand the importance of the meeting?
Do participants have enough information to offer opinions? Is background information (and an agenda) distributed beforehand? Or are complex ideas being presented for the first time?
I would wander into a few offices at random and ask some of these questions (and others like them). The answers are going to help dictate your solution.[/quote]
Thanks for the great input, that's why I love MT.
Let me clarify. I know they have feedback because I will get it through indirect means such as they all meet with their director(s) and have the director(s) give me the feedback or send my admin an e-mail and have my admin give me their feedback. :?
This meeting is also purely VOLUNTARY, I chair it but none of the 30 + people are my directs. They are there because they want to be. We send out materials and an agenda a few days in advance to allow them to prepare, but I do not think they prep as much as they should. If pressed though they can all give an opinion on the matter we are diuscussing. The meeting environment is safe and collaborative, almost nurturing :lol:
So I think the two biggest factors are
1. The general fear of public speaking
2. Lack of preparation
3. Too much influence by the High D
Thanks.
How can I increase teleconference meeting partcipation?
I'm sorry this has taken me so long. I regret my absence.
You have too many people in the meeting. When that many people are involved, diffusion actually increases the power of the few, and so one or two High D's with actual power will scare others into silence. Further, having folks' bosses in the meeting makes openness hard.
Make the meeting smaller. Ask for side inputs in advance, and if need be anonymize it (get it, and share it with the smaller meeting without attribution as a "good idea" or "interesting thought").
Talk to the High D. Give him an example of a note you got with a good idea that didn't get shared because folks were afraid of him. Maybe he won't change, but at least he knows the damage he's doing. When he is quieter, email or call him after and say thanks.
And yes, asking individuals (RANDOMLY) by name is a good plan. Don't round robin - doesn't work.
Again, my apologies.
Mark
How can I increase teleconference meeting partcipation?
Walt's comments about junior folks first is also spot on. Thanks Walt.
Mark