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Assign roles such as timekeeper , note-taker and facilitator to distribute responsibility and encourage ownership .
2 . Promote active listening and equal airtime :
Philip Atkinson , Coach , Founder of Hive Logic and Author
how the team worked together , and psychological safety was the most important factor for team success . There ’ s no point in hiring one of the greatest computer scientists into an organisation and a leadership team if they don ’ t feel safe to speak up and contribute fully .
Strategies for an inclusive meeting environment
Nancy Kline , in her book , Time to Think , identified key factors for a high-quality thinking environment . These included the following strategies to cultivate a level playing field and foster diversity in meetings :
1 . Establish clear meeting norms and expectations :
• Ground rules : Begin by collaboratively setting ground rules that promote respectful communication , active listening and equitable participation . Examples include : ‘ One mic ’ ( only one person speaks at a time ), ‘ Step up , step back ’ ( encourage quieter individuals to contribute and those who often speak to hold back ) and ‘ Assume positive intent ’
• Purpose and agenda : Circulate a clear agenda with defined objectives and expected outcomes well in advance . This allows everyone to prepare and contribute meaningfully .
• Structured speaking : Acknowledge that we are all diverse in our thinking styles . This is more nuanced than introvert-extrovert tendencies . Implement techniques like roundrobin or popcorn-style sharing to ensure everyone has an opportunity to speak . A facilitator can actively call on individuals who haven ’ t yet contributed
• Visual cues : Use visual aids like virtual handraising or physical tokens to signal a desire to speak . This can help manage the flow of conversation and prevent interruptions
• Parking lot : Designate a ‘ parking lot ’ for tangential discussions or off-topic comments . This prevents derailing the meeting while acknowledging valid points that can be addressed later .
3 . Value diverse perspectives and communication styles :
• Inclusive language : Use inclusive language that avoids jargon , acronyms or culturally specific references that may exclude some participants .
• Multiple input methods : Offer various ways for people to share their ideas , such as premeeting surveys , online chat or anonymous feedback forms . This caters to different communication styles and comfort levels
• Acknowledge and validate : Actively acknowledge and validate contributions from all participants , even if you don ’ t agree with them . This fosters a sense of psychological safety and encourages continued participation
4 . Address power dynamics and biases :
• Facilitation skills : Train facilitators to recognise and address power imbalances and biases . This includes redirecting dominant speakers , encouraging quieter voices and intervening when microaggressions occur
• Blind brainstorming : Use techniques like blind brainstorming , where ideas are submitted anonymously , to reduce the impact of status or hierarchy
• Diverse panels : When organising panels or presentations , ensure diverse representation in terms of gender , race , ethnicity , age and other dimensions of diversity .
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