What are effective ways to engage all meeting participants?

Let’s keep it simple. Ensure each meeting comprises three essential elements: 1. Clearly defined purpose - articulate why the meeting is called. 2. Defined process - outline what and how the purpose will be achieved. 3. Expected outcome - identify the final result anticipated by the end of the meeting. If any of these is unclear, reconsider calling the meeting.

Concordo praticamente com todos os itens mas gostaria de adicionar um item a mais que tornará a reunião mais relevante: - assegure-se de convidar as pessoas necessárias para a reunião, quais são aquelas pessoas chaves para tornar a discussão relevante. A falta de um membro importante posterga a decisão ou a inclusão de um membro fora do contexto pode prejudicar o andamento da mesma.

Proposer à chaque réunion un contact positif quand c’est possible café /thé … 😊 Proposer un temps ni court ni long cet équilibre permettra de ne pas laisser mourir les auditeurs … Proposer un support utile facile à lire et faire du management participatif quand c’est possible !

Golden rule of meeting management - do not send out a meeting invite without an agenda. If you want your team to be engaged and actually feel comfortable contributing their thoughts, it’s important to set them up for success with a detailed agenda in advance. Some people are great coming up with ideas on the spot, but there’s plenty of talent out there that may prefer to have things planned out before sharing. I’d hate to lose out on valuable insight just because I couldn’t find an extra 3 minutes to say why this meeting is important and couldn’t just be an email.

The meeting should be simple, practical, and action oriented. Importantly, it should be inclusive, allowing every employee to contribute without hesitation or fear. As a result, the meeting will be straightforward, inclusive, and focused on team action.

Only invite the correct people (80/20: the 20% of people that will add 80% of the value) - do not create a situation where invitees have the choice not to participate.

Participants need to be selected carefully so as not to leave any concerned ones aside. Before the meeting, the purpose should be briefly declared and the agenda should be set with the contribution of all invités so they feel involved from the start. After setting the agenda, it is necessary to ensure that everyone will be able to spare time effectively to fulfill the purpose. Also, defining the meeting format and explaining the tools are crucial. If necessary, an information brief on the format and method could be shared with the invités.

Acredito que objetividade é a palavra chave, ser assertivo no modo como se planeja uma reunião, definindo propósito e time. É importante também que as pessoas entendam seu papel, e importância dentro dessas pautas, assim temos um time engajado, com metas alinhadas sem perda de tempo, que é tão precioso.

Envolver todos os participantes em uma reunião pode ser crucial para garantir que todos contribuam com suas perspectivas e conhecimentos. Estabeleça uma agenda clara. Comunicar o propósito da reunião e os tópicos a serem discutidos com antecedência. Isso permite que todos se preparem e saibam o que esperar.

D’après mon expérience, je rajouterai un point essentiel qui est l’écoute active, laquelle consiste à : 1- Accueillir favorablement et accorder une attention soutenue à toutes les interventions des participants. 2- Faire preuve d'empathie et éviter tout jugement ou interprétation précipités. 3- Encourager le questionnement, la reformulation et maintenir une ouverture d'esprit à toutes les idées et propositions, afin de valoriser la présence et la contribution de chacun. *Appeler les présents par leurs noms ! Cordialement.

For any meeting formal or informal ( Online or physical ) what is really necessary for everyone to participate:- 1) Having clarity what we as “Team” want to achieve in this discussion 2) Know participants very well 3) Feeling interconnectedness 4) Respect and valuing every opinion 5) Mostly those who speak less has so much valuable to contribute , ensure they feel safe to speak 6) Last but not the least , establish environment of healthy discussion instead of getting quick agreement on pre-decided outcomes

Before the meeting have tasks relevant to the meeting assigned to everyone, or teams of people that need to be completed prior to the meeting. This will ensure that everyone is prepared and engaged during the meeting. Especially when comes to project related meetings it ensures everyone has stake in the success of not only the meeting but the project.

Selecting appropriate meeting formats and tools enhances engagement. Workshop formats stimulate brainstorming, presentations convey project updates effectively, while surveys and polls gather feedback efficiently. Tailoring choices to audience, topic, and objectives ensures maximum impact and participation. Choose wisely for productive meetings.

Another bullet point I would like to add in engaging the meeting is “After action review”. If the meeting participants are within the circles, we may ask what went well and what was needed to improve for the future meetings.

-Group members by ie,asking them to pick numbers and those with similar numbers form groups then ask for presentations from group members. -Assign each member meeting roles.

Select appropriate formats and tools based on your meeting's purpose and agenda to enhance engagement. For brainstorming, consider a workshop format with interactive activities and whiteboards. For project updates, use a presentation format with slides and charts. To collect feedback, utilize survey or poll tools. Ensure chosen formats and tools align with your audience, topic, and overall meeting goal.

Your meeting's goal and agenda should be reflected in the format and resources you select. Choosing the appropriate structure and resources for a brainstorming session, project update, or feedback gathering increases participation and efficiency. Adapting the strategy to your target audience, subject, and purpose will guarantee that the meeting meets its goals and encourages maximum participation.

Data doesn't speak for itself. A well-crafted presentation of information is key to effectively sharing it with your team. This requires the use of suitable tools and well-structured dashboards. Additionally, team feedback will generate data that should be collected using the right tools, tailored to the context and type of data involved.

Tanto el formato como el lenguaje de comunicación debe ser adecuado para facilitar el intercambio de ideas entre los participantes. Es bueno buscar la comodidad sin perder el rumbo ni seriedad de las reuniones. Por ello ambos se complementan en la obtención de resultados concisos al finalizar las reuniones.

Como toda certeza a maneira de envolver toda equipe em uma reunião será conhecer as pessoas. Através do conhecimento do público irá conseguir identificar quais os gatilhos deverá usar para tornar a reunião mais prazerosa e proveitosa.

In internal meetings, treating everyone with respect and creating an environment of equal participation. Design thinking should be encouraged and climate of fear should be removed. In clients meeting, it is important to consider the "VAP" (view of affected people).

Let the audience be at ease to ask and contribute. Punctuate your words with brief questions on "how does this look to you?" Please request audience not to use their phone and laptops during the meeting. Off course, for this the meeting should be short enough

If there is no other groundrule in a meeting, it should be a time limit. Knowing that the meeting is going to end at a certain time helps participants to focus. It also helps the meeting leader to interupt an unproductive tangent by saying something like, "we are halfway done with our time here and we still have to discuss another 3 topics, so let's move on to the next topic." If it is a larger group and you know that there are some participants known to be verbose (I call them time vampires), you may want to set a limit on how long any individual can speak to compel them to summarize their thoughts. Finally, all meetings need to have an expectation of respectful listening. Never tolerate someone trying to monopolize a discussion.

An important meeting rule is to be sure to keep the meeting short and to the point. The longer the meeting goes on, the less of everyone attention you will have, causing the meeting to go longer when you need to repeat yourself, and causing participants to completely lose interest.

I use these three tips for engaging the audience. 1- Start with Impact: Begin with an intriguing question or a brief story that immediately captures attention. 2- Make it Interactive: Incorporate moments of interaction, such as quick questions or polls. 3- Visualize Clearly: Use images and graphics to illustrate your main points. Bonus Tip: Conclude with a clear call to action, motivating the audience to take forward what was discussed.

En reuniones internas, utilizando Microsoft Teams como herramienta; puedes acceder a la configuración y desactivar cámaras, micrófonos, permitir preguntas y respuestas mediante la herramienta de Q&A. - Si harás uso de esta funcionalidad es importante que lo comuniques con tus invitados, y les hagas saber del porqué. - Esta funcionalidad es muy útil cuando el foro al que presentaras es muy grande y el tiempo con el que cuentas es limitado y solo buscas comunicar evitando distracciones de micrófonos/ cámaras abiertas por error.

Establish ground rules and expectations to foster a smooth and respectful meeting environment. Request participants to mute microphones when not speaking, use the chat feature for questions, avoid distractions, and respect diverse opinions. Clearly communicate expectations regarding participation, input, and follow-up. These guidelines contribute to cultivating a positive and productive meeting culture.

Le respect du temps de parole et de l'objet de la réunion sont primordiales. Trop de réunions sont anéanties par des digressions ou des comportements déviants

Having a live Q&A segment will not be effective, if nobody is actually going to say anything during that time. And it happens — it’s why Q&A is sometimes a synonym for ‘awkward silence'. Encouraging a culture of psychological safety in the workplace can encourage employees to express their genuine opinions and personalities without any fear of being ridiculed or facing negative consequences. This can lead to a more collaborative and innovative environment where people feel valued and confident in sharing their ideas.

Important to drive the agenda but don’t hesitate to sit back when SMEs are engaged in right direction. Time is a currency manage it well.

One way to encourage participation is to identify the expertise of individual team members and request their input in areas that align with their skills, or in areas where a diverse perspective may be needed.

El hecho de promover la interacción, se ve enriquecido exponencialmente cuando en la reunión participan actores de todos los niveles jerárquicos de la organización. El compartir experiencias, obstáculos y mejoras en las tareas diarias, de cada integrante, puede generar una retroalimentación (empatía también) significativa para la generación de valor agregado, en todos los estratos de la empresa.

I answer this in the capacity of a mid level management executive, thus empowered to "moderate" meetings. It is essential to have an eye of identifying your team members' strengths and the aspects where each individual may excel and add value to mutual goals. Now as the discussion takes its own path, we moderate it in such a way where we address individual team members to speak about a certain topic where we feel they can add value or they feel represented through their experience or skillset. Generally, team members are a combination of outspoken and relatively timid individuals. Trick is to moderate in such a way that the outspoken guy isn't the only one talking while the quiet guy is given the confidence to add his perspectives too.

its Simple, Be Interacted. Break The Glass Ceiling, Create A Mild Environment And Push Your People To Talk. Promote A Friendly Atmosphere By Encourage The Participants To Be More Active. Sense Of Humor Is Such Important In Leadership I Believe.

One thing Ive noticed in my personal experience that is simple but powerful in my opinion is pure acknowledgement. When in a meeting making sure to create an environment in which everyone feels safe to contribute to the conversation and making sure to acknowledge everyone involved. For example, “John, I know your team is working on R&D of this product, what do you think of this strategy to promote this product? Do you and your team have anything they think is worth mentioning?” Making sure to let everyone know their input is valued helps everyone feel a sense of belonging and helps build the team’s relationship!

Actively encourage all participants to contribute to the discussion. Ask open-ended questions, solicit input from quieter members, and acknowledge and validate all contributions. Mix up your meeting format to keep participants engaged. Use brainstorming sessions, break teams in groups, start polls or interactive activities to encourage participation and collaboration.

Promote participant engagement by encouraging interaction and feedback in your meetings. Pose open-ended questions, invite comments, appreciate contributions, and seek feedback on the meeting process and outcomes. Incorporate icebreakers, games, quizzes, or polls to stimulate interest. This approach cultivates a collaborative, learning-oriented, and innovative atmosphere among meeting participants.

Getting participants to interact and be heard makes for effective meetings. It can be as simple as interactive polls, small breakout group discussions and even just asking to write on post-it notes.

Different ways for an effective discussions are : 1) For larger meetings, split into smaller groups for discussions. This ensures everyone gets a chance to participate. Example: "Let's divide into breakout rooms to brainstorm ideas." This is a great way to discuss particular requirements like cost estimations discussions 2)Show that you value everyone's input by actively listening and summarizing key points. Example: "So, if I understand correctly, XX, you're suggesting we implement this strategy to improve efficiency?" 3) Acknowledge and appreciate different viewpoints. This fosters inclusivity and a richer discussion. Example: "Thank you, XX, for bringing up that perspective. Does anyone else have a different take on this?"

Another factor is to include only the members who are actually relevant to the topic of the meeting. If not, those members' time would not be put to the best of use and they might not give 100% of their focus.

Adapting to diverse styles and needs enhances meeting engagement. Use visual aids and summaries for visual learners, while engaging auditory learners through discussions and Q&As. Provide materials in advance for participants and integrate interactive elements like live polls for those who thrive on active involvement. Also make sure to acknowledge varying tech comfort levels to ensure tools are enablers, not barriers.

If your meeting involves groups whose values are on the polychronic end of the spectrum (i.e. tribal groups), consider excluding any set time for speakers. Allow the speakers of these groups to speak until they're done speaking, whether that's five minutes or two hours.

1. Presenting with Images and Charts Surely will get the Attention of Participants. 2. Can Crack a Joke or Mimic about the Targets (Professionally not Personally) 3. Entertain is the Best Key to Keep the Audience or Participants to Stay Focused and Engaged.

Adapting to the various requirements and types of your attendees is another approach to keep them interested in your conference. Participants could be analytical or creative, visual or auditory, introverted or extroverted, or come from diverse cultural backgrounds or have various interests. These are important differences to be aware of, and you should modify your meeting accordingly. One possible approach could be to offer many modes of expression to participants, including writing, speaking, voting, and drawing. To further communicate your point, you can also use other media, like text, audio, video, and photos. You may make sure that your meeting is accessible and inclusive by making accommodations for various needs and styles.

Enhance participant engagement by adapting to diverse styles and needs. Recognize introverted/extroverted, visual/auditory, analytical/creative differences, as well as varied cultural backgrounds. Offer multiple expression avenues like speaking, writing, drawing, or voting. Utilize diverse media such as images, videos, audio, or text to convey messages. This adaptability ensures inclusivity and accessibility, contributing to a more engaging and effective meeting.

Entender o público e montar uma linha de condução da apresentação alinhada com a necessidade do mesmo é crucial para engajamento e reconhecimento

Engage and include, but be careful to not single out individuals - especially if you know of specific circumstances. Don’t say, “I’m going to call on John because I know he’s an introvert and doesn’t always get to talk!” Instead, consider how the topic might apply to someone’s work and ask a targeted question or choose to “go around the table” for final responses.

To adapt to different styles and needs in meetings: Recognize and respect diverse communication styles. Offer multiple channels for participation, such as verbal, written, or visual. Provide flexibility in meeting formats to accommodate different preferences. Tailor the agenda to address various topics and interests. Be mindful of cultural differences and adjust communication accordingly. Offer opportunities for individual and group contributions. Provide pre-meeting materials to allow for preparation, especially for introverted participants. Allow for breaks and consider the duration of the meeting to accommodate attention spans. Encourage feedback on the meeting format and adjust as needed.

Once in a while, it makes sense to check in with the team on what they think about the meetings. Are they still effective? How can they be improved? To avoid getting stuck in a new bad meeting cycle, collect feedback on your meetings regularly. Send out a survey, and allow for anonymous responses. This will help your team feel comfortable giving their honest feedback, without fear of repercussions.

Involve the right people in the meeting, specifying the purpose and objectives in the invitation . Use collaborative tools to involve all participants

After the meeting, follow up with participants to thank them for their contributions and provide any necessary updates or action items. This shows that their input is valued and helps maintain engagement for future meetings. Create minutes of meeting and circulate to all stakeholders summarizing decisions and all follow up points asking them provide feedback and express any concerns or questions they may have. Foster an environment where feedback is welcomed and valued.

A través de metodología ágil se puede lograr un buen seguimiento de proyecto logrando interacciones entre pares y asignación de responsables. Las daily también son una buena manera de hacer seguimiento, pedir colaboración entre pares y anticipar problemas o cuestiones que no avanzan

Este punto resulta fundamental. Las reuniones cuestan mucho dinero a las empresas, por lo que se debe finalizar las mismas con un entregable claro. Las notas de la reunión deben estar bien estructuradas (introducción, desarrollo y conclusión), establecer un plan de acción, asignar responsables y fecha de cumplimiento. Si lo requiere, mantener reuniones de seguimiento periódicas con los responsables definidos y una global con todo el equipo. Las notas deben compartirse primero con los asistentes para recoger sus comentarios e impresiones. Una vez cerradas, compartirlas con otros grupos de interés para poder avanzar conforme a lo previsto.

L'article sur l'implication des participants à une réunion aurait pu être enrichi en abordant des aspects cruciaux tels que la diversité et l'inclusion, nécessaires pour garantir une participation équitable. Il aurait également pu mentionner l'importance de créer un environnement émotionnellement sûr pour encourager l'expression libre et sans crainte. De plus, la reconnaissance des contributions des participants aurait pu être soulignée comme un moyen de renforcer l'engagement et la motivation. En intégrant ces aspects, les organisateurs de réunions peuvent favoriser une participation plus authentique et productive, conduisant à des résultats plus efficaces et à des relations renforcées entre les participants.

Follow-ups need to be timely relative to the content and required actions, especially when immediate next steps are identified or information needs to be reviewed prior to a wider dissemination.

Give your people a sense of purpose. Communicate with your team in clear terms purpose of the meeting Consider everyone's opinions and perspectives. ... Focus on value, sentiment and benefits. ... Build an encouraging environment for creative ideas.

Don’t be afraid to use minutes to track and communicate team member integrity. All stakeholders maintain accountability through well kept agendas and minutes.

It is important to understand the target of the project to be developed, the challenges and the roadblocks. The better way to plan it is to be open for the input of the involved team to set the proper owners and deadline. In addition, it would show the importance and impact of each team member. For last, having the follow up meetings and the minutes would be easier to keep all aligned and escalate when it's needed.

Whilst all of the above are valuable steps to consider, if the presenter themselves is not fully prepared, rehearsed and excited to share their story with an audience the experience will be dull and unremarkable at best. Too often presenters engage late and fail to build their narrative. Without a narrative structure little of the rest can be considered let alone applied. One chance to stand up and engage. Make it golden by thinking it through, creating visual support, think about how your message lives beside those of your co presenters, avoid repetition, one way dialogue, and in the boring yourself by being well prepared and energised.

Having a well-defined purpose and agenda is crucial for setting the tone and direction of the meeting, ensuring everyone is aligned and prepared to contribute meaningfully. However, it's also essential to select appropriate tools to facilitate effective contributions and enhance interactivity. For example, utilizing online polls, whiteboards, and Google Docs can greatly enrich the session.

Para promover la participación recomiendo: Rotar roles y promover el involucramiento -Definir roles y responsabilidades antes de la reunión. -Brindar apoyo y orientación a los nuevos en un rol. -Fomentar la participación activa con técnicas de facilitación. -Evaluar la efectividad de la reunión y buscar mejoras. Tips adicionales: - Hacer Reuniones cortas y enfocadas. - Agenda clara y concisa. - Comenzar y terminar a tiempo. - Involucrar a los participantes en la planificación. -Herramientas visuales para facilitar la comprensión. -Celebrar logros y agradecer la participación. Al rotar roles y promover la participación, se crean reuniones más efectivas, productivas y agradables para todos.

It is important to curate the attendance list depending on the meeting's goals and expected outcomes. Do not include individuals who are known to deviate from the set agenda as this will only result in the waste of everyone's time. Providing an agenda brief to the attendees in advance will also help in making sure that they come prepared and ready to contribute to the discussion. This avoids idle time and will allow facilitators to call any of the individuals for input.

The best way to make sure all participants are engaged is to make sure they all need to be there. Evaluating the invitee list is as crucial as evaluating the agenda. If you are uncertain if someone needs to be on it, have a quick conversation to find out. If someone is optional, make sure they know they have the flexibility to show up or not, and that they will receive any relevant follow-up materials.

All those suggestions are valid and guide for good effective meeting with the expected results. I would like add one point to those which is adding fun part to the presentations material to keep everyone paying attention, participate willingly and enjoy during the meetings. We may start the meeting interesting safety moments, providing actually happened stories about the topics.

It’s not unusual to observe one or two members of the group doing much of the talking and a similar number being silent. The leader must carefully draw out the silent members while thanking the talkative members for their contributions, letting the group know that in order to be high performing, meaningful input is required by more than just one or two of the team members.

-Acknowledge Contributions: Recognize and acknowledge contributions from team members to show appreciation for their input and to reinforce a culture of collaboration and teamwork. -Follow Up on Action Items: After the meeting, follow up on action items and decisions made to ensure accountability and keep participants engaged in the project's ongoing progress.

Interactively driving the meeting is the best approach to keeping everyone engaged. Having people present is different from making them feel included. So it is crucial to interact with everyone present. Suggestions should fly back and forth. This will open the floor for discussing ideas, perspectives, and deliverables efficiently. Also, be mindful of the participants you include in the meeting. Only invite necessary stakeholders. Optional stakeholders can catch up with recorded sessions or through MOM.

- Ask questions! - Tell people to imagine something (…Imagine you are in a meeting…). It is a form of hypnose. - Set the mood with images, music, film. For example: you can activate your audience after lunch with dance music, when the enter the room.