Sometimes you may have the feeling that it is almost impossible to get others to contribute or ask questions. Information is not shared and people don’t know what they should say, so they say as little as possible or maybe even nothing at all.
Usually the leader provides an update before asking for ideas and questions. Others then talk briefly about their agendas. Real conversation is lacking; no one asks for assistance or shares additional information. So the meeting ends and everyone returns to their desk.
Ensure maximum input from everyone in the room (or on the call)
If you summoned the meeting, start by welcoming participants and then formally declare the meeting open. Then you need to remain silent: you will be the last to speak.
Try first listening to the participants. Only then should the leader offer an opinion. With this approach, everyone is expected to make a contribution early on. The main trouble is that people who are passive for too long are likely to stay that way until the meeting or call is over. Maybe you are over-communicating in an attempt to cover all anticipated questions, clarifications, etc.
Saying no to passive attendance
If you let other people speak first, you can make a note of all areas of concern, confirm what has been said, and maybe you will not have to talk so much yourself. It all boils down to creating a culture of active participation. This way you also prevent people from switching off, as it were, and getting back to their emails: on the contrary, participants will really be listening. Then you can focus on information gaps or add some remarks.
Using this approach also enables you to learn more about the specific interests or expertise of your staff. You can then leverage this and help create a team in which people can rely on one another. And when that happens, they may need your help less. Thus your life will be simpler. Such is the conclusion of the management-issues.com website.
-jk-