As a Construction Leader, if you are having trouble getting people attending your meetings to participate, you’re not alone. Many of the Leaders I work with across the country have had this same challenge. While not every reason for those attending your meeting, and NOT participating, is your fault, there are several things you can do to increase the level of participation by those in attendance.
#1 – Create a Meeting Agenda…and Forward it 1-3 Days in Advance
Not exactly “rocket science,” but most Construction Leaders fail here. Quite honestly, here’s my thoughts on agendas and meetings: NO AGENDA…NO MEETING!
How’s that for bluntness? In fact, let me punctuate further…
NO DARN AGENDA… NO DARN MEETING!
The agenda is more than a time management tool, it allows each attendee to know, in advance, where it is you want their minds and brains. If you want them to participate, state that on the agenda. For example, say that one of your agenda items needs discussion, here’s how you might list this on your Agenda.
6:30AM – 6:50AM Housekeeping Challenges (Guys, we need you to come to the meeting with 2-3 ideas on how we can better handle this growing problem.)
Now, it’s not perfect, but it lets those attending the meeting to know that you are expecting more from them than just sitting there.
#2 – Start Every Meeting with Some Positive Observations & Recognition
OK, I know that this can be tough to do. You only have a 30-minute meeting scheduled so you want to get to the meaty stuff quickly. Slow down, “Mr. I’m In a Hurry,” start your meeting off by verbally thanking your leaders, pointing out anything that any one of them have done in the past week that has been proactive, positive, and deserves recognizing.
This positive start also encourages the players, confirms really, that you are not just focused on negative issues. Rather, you are reminding each attendee that you see the positive, collective good that is being done on the project.
#3 – Prepare Select Individuals to Share Their Idea or Challenge
This is an old facilitator’s trick to “priming the pump.” This tool allows you to have a few guys in your back pocket who can share their experience, or ideas, that they may have shared with you prior to the meeting. Often, your team only needs one or two individuals to open up about a situation or problem, and then they feel that they too can share.
#4 – Positively Call Out Individuals to Share Their Views, Concerns, or Solutions
Sure, this can be a little embarrassing, but most of the guys you call on will get over it soon enough I’m thinking. Be positive, don’t pick on a guy who screwed up big time just to embarrass him by having him explain to his guys about his big screw-up from the past job.
This effort can actually be a leadership development technique. How many times have you had your eye on one of your workers who has demonstrated some potential leadership? However, that same individual goes “silent” during a meeting, seldom sharing their great insights. Sometimes we must nudge potential leaders, just a little, before they begin to come out of their cocoon and spread their wings to take flight.
#5 – Thank Those Who Do Share Their Ideas or Concerns
Hey, DO NOT shut down the guy who does volunteer an idea or expresses a concern. That’s the quickest way to shutting down the entire room. As bad as an idea might be, or as wrong as it may be, thank the person for sharing, and move on. You will open the door for more sharing from the other guys if you are more positive when you do receive some input. This technique is pure and simple a “PR” move to win over the trust of the other individuals who are not saying much.
#6 – Create “Mini-Teams” to Address a Question
One of the best methods I’ve used, with a quiet group, is to ask a question and then have the group break into mini-teams, of 2-4 individuals, to brainstorm for one or two responses. This hardly ever fails, and takes a lot of pressure off most of the guys who will not talk to save their life. Try this and you’ll be amazed how successful you will be AND how much more confidence the individuals will feel.
#7 – Follow-up with Those Who Do Share…After the Meeting
Don’t tackle those individuals who spoke in the meeting, but in the next day or so, let them know that you appreciated their input. This will go a long way to improve their motivation for future meetings and tear down more fear from speaking up.
Another benefit, by following up with those who do share, is that you may receive more information from the individual that can be helpful. Remember, some individuals, during meetings, will refrain from saying too much for fear that they may be viewed as “brown-nosing” or trying to appear to know more than others. Seldom are these reasons even remotely accurate, but it is amazing the reasons some individuals will not participate in a meeting.
#8 – Remember, You Do Catch More Flies with Honey…Rather Than Dirty and Harsh Talk
Beating your audience up because they will not speak up is a huge mistake to win their confidence in you and to feel safe to speak in front of others. Our culture is construction, and as such, many leaders still tend to talk tough. However, remember that we are not in the 70’s, 80’s, or 90’s.
Should you shout, talk down to your meeting participants, use an overabundance of foul language, etc., you are merely using the same, and incredibly “non-creative” intimidation tactics of some of the world’s biggest bullies known to man. In this case, only one of two things will happen, and they are both not good for leaders trying to gain greater participation.
- Some individuals will just say, “up yours’,” and leave eventually.
- Some individuals, who you need the most, will “shut down,” becoming even more quiet and remaining resistive to participation.
Construction Leaders lead meetings; it’s a growing portion of how we spend our days and weeks. Do not use your meetings as your “bully pit,” controlling the agenda, discussion, and even thinking, but instead, create a safe place where those in attendance can share what’s on their brains without fear of losing theirs’.
As our projects, and many customers, continue to be challenging and desiring more from us as Construction Leaders, it is high time that all Leaders take a new approach to gaining more participation at meetings. Be more creative, and less impatient with others, to developing greater trust in those attending your meetings. Trust me, you will gain more participation!
“Would you like to share your thoughts?”
Brad Humphrey
The Contractor’s Best Friend
