Last updated on Jul 10, 2024

You're leading virtual meetings for diverse feedback. How can you foster open dialogue effectively?

In an increasingly digital world, the ability to lead virtual meetings effectively is crucial, especially when seeking diverse feedback. Virtual meetings can be challenging due to the lack of physical presence, which often leads to reduced cues and engagement. To foster an open dialogue, it's essential to create an environment where all participants feel comfortable sharing their thoughts. This involves not only technical setup but also a strong emphasis on inclusivity and active participation. By mastering a few key strategies, you can ensure that your virtual meetings are just as effective as in-person sessions in eliciting valuable insights from a wide range of perspectives.

1 Set Ground Rules

Establishing clear ground rules at the beginning of your virtual meeting can set the tone for open communication. Let participants know that their feedback is valued and that you expect everyone to contribute respectfully. Encourage them to mute their microphones when not speaking to minimize background noise, and to use the raise hand feature or chat function to signal when they have something to say. This helps maintain order and ensures that everyone has the opportunity to speak without interruption.

Add your perspective

Shivshant Upadhyay

Product Manager | Entrepreneur | Corporate Communication | Leading SaaS Business and Conversational Ai for SMEs & Enterprises
Report contribution
It's important to communicate to all participants that their input is highly valued and that respectful contribution is expected from everyone. Encourage participants to mute their microphones when they are not speaking to reduce background noise, which can distract from the discussion. Utilizing features like the raise hand function or chat enables orderly interactions, ensuring that each person has the chance to speak without interruptions. By establishing these guidelines, you promote a productive meeting atmosphere where ideas can flow freely and all voices are heard. This approach not only enhances engagement but also contributes to achieving the meeting's objectives efficiently.

Like

Unhelpful
Sejal Dandriyal

Trainer and Facilitator @ CollegeDekho
Report contribution
Leading virtual meetings for diverse feedback requires fostering an environment of open dialogue. Here’s how to do it effectively: 1. Set Clear Objectives:Begin with a clear agenda to keep the discussion focused. 2.Encourage Participation: Invite all participants to share their thoughts,ensuring everyone's voice is heard. 3.Use Breakout Rooms: Facilitate smaller group discussions to promote more intimate and open exchanges. 4.Active Listening: Show genuine interest in participants' contributions by actively listening and acknowledging their input. 5.Anonymous Feedback: Use tools like polls or anonymous chat to allow honest feedback without fear. 6.Follow-Up: Summarise key points and follow up to show that feedback is valued and acted upon.

Like

Unhelpful

2 Encourage Participation

To foster an environment where everyone feels compelled to participate, use direct prompts and address participants by name to invite their input. This personal touch can make a significant difference, especially for those who may be hesitant to speak up. Additionally, consider breaking the group into smaller breakout rooms for specific discussions, which can be less intimidating and encourage more candid feedback.

Add your perspective

3 Utilize Technology

Leverage the technology at your disposal to facilitate a more interactive meeting. Many virtual meeting platforms offer features like polls, whiteboards, and breakout rooms that can enhance engagement and make it easier for participants to share their thoughts in different formats. Use these tools to break up the monotony of a traditional meeting and to gather feedback in real-time.

Add your perspective

4 Listen Actively

Active listening is key in virtual meetings. Show that you value participants' input by summarizing their points and asking follow-up questions. This not only ensures that you understand their feedback but also demonstrates that you are engaged and appreciative of their contributions. Active listening can also encourage others to share their thoughts, knowing that their input will be acknowledged and considered.

Add your perspective

Dilan Özdemir-Kaluk

nachhaltig digitalisieren | Projektleiterin & Dozentin für Digitale Transformation
Report contribution
Not to listen in order to answer, but to listen in order to understand. Openness and a culture of feedback serve the success of our communication. Continuous feedback discussions can also increase the acceptance of communication.

Like

Unhelpful

5 Follow Up

After the meeting, follow up with participants to show that their feedback has been heard and is being acted upon. This could be a summary email that outlines the main points discussed and the next steps, or a more formal report if appropriate. Following up not only reinforces the value of the feedback provided but also encourages participants to be engaged in future meetings.

Add your perspective

6 Balance Voices

Ensuring that all voices are heard in a virtual meeting is crucial for obtaining diverse feedback. Pay attention to who is speaking and make an effort to invite input from those who are quieter or may have been talked over. Balancing voices prevents dominant personalities from overshadowing others and helps create a more inclusive environment where all feedback is welcomed and valued.

Add your perspective

🌐Anna T.

LinkedIn Top Voice in Communications and Change Management| Award Winning Communicator | Change Agent | DEI+B Champion | Public Speaker | Creator
Report contribution
Over video, it’s easy to unintentionally interrupt someone or become distracted when someone else is talking. But building upon your ground rules, every participant you can help ensure that all voices are. Here are some of my go-to tips: - Explicitly say you’d like to keep the meeting inclusive and hear everyone’s perspective at the onset (in grounds rules). - Redirect if someone is off topic: “Kary, I love those ideas, but I want to make sure we get through our agenda. Let’s put them in the parking lot.” - Interrupt the interrupters: “Thanks, Bill, but I’d like to finish hearing from Arnetta. Arnetta, can you say more?” -Call on quieter people: “I’d love to hear from folks who haven’t spoken yet. Monique, what do you think?”

Like

Unhelpful
Denise A. Johnson, PMP

Strategic Communications Leader | Change Management | Cultural Influencer
Report contribution
Many video conferencing platforms have tools (polls, whiteboards, etc.) that can enhance meetings. These can help attendees stay focused on the topic and provide an opportunity to discuss responses and perspectives. I have found that some of the quieter participants chime in and begin to share more openly, adding new insights.

Like

Unhelpful

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

Add your perspective

You're leading virtual meetings for diverse feedback. How can you foster open dialogue effectively?

1

2

3

4

5

6

7

1 Set Ground Rules

2 Encourage Participation

3 Utilize Technology

4 Listen Actively

5 Follow Up

6 Balance Voices

7 Here’s what else to consider

Corporate Communications

Rate this article

Thanks for your feedback

More articles on Corporate Communications

More relevant reading

You're leading virtual meetings for diverse feedback. How can you foster open dialogue effectively?

1

2

3

4

5

6

7

1 Set Ground Rules

2 Encourage Participation

3 Utilize Technology

4 Listen Actively

5 Follow Up

6 Balance Voices

7 Here’s what else to consider

Corporate Communications

Rate this article

Thanks for your feedback

Explore Other Skills