Meeting Facilitation Tips: How to Balance Meeting Participation

In most groups, some people speak up easily and often, and others hold back and keep to themselves. Balancing participation is important for a facilitator because if a decision is going to be a “group” decision, then the whole group must own it. Furthermore, many good ideas are lost if those who hold back are not given a space to contribute. If most of the conversation in your group is done by a minority of members, try some of these ideas: 

·      If the group has group norms, add, “Step up, step back” to the norms. This is an invitation to introverts to step up, and extroverts to give them the space to step up by stepping back. Both introverts and extroverts contribute to unbalanced participation. 09

·      Rather than asking members not to speak, stop every now and then and invite those who have not spoken to say something. Ideally, it is best not to call on people specifically, as this can put them on the spot. Rather, you might say, “I am wondering if there is anybody who has not yet contributed to this conversation who would like to jump in.” Or say, “What do others think?”

·      Since some people need more time to process internally, you might invite the group to sit in silence for 30 – 60 seconds. You might say, “I am aware that some people think quickly on their feet and others need a bit more time to process, so let’s take 30 seconds and give everyone a chance to catch up with the conversation. After the break, I’ll ask if anyone who hasn’t spoken yet would like to contribute. 

·      Think of process options. Structured go-arounds or small group work will usually allow those who are hanging back to jump in. Giving individuals writing tasks can also invite participation. 

·      If a proposal is being discussed, say, “Let me get a quick read of the room. If you had to decide right now, how many of you would go with this proposal, how many would not, and how many are not sure?”

·      If none of these works, ask the group, “What is important to you about this topic and why are you committing time to it?” It may be that the group has gotten into a conversation they are not really invested in. 

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