by Dr. Kevin Dean, President & CEO, Tennessee Nonprofit Network
As an introvert, I often find myself in a world designed for extroverts. (Yes, I am a huge introvert. I’ve had to be a chameleon my entire life, including as a leader of this organization!) While many people might not believe it, I thrive on quiet moments of reflection and solitude. Large, poorly facilitated meetings, especially those held on Zoom or Microsoft Teams, can be particularly draining. The constant barrage of noise, the pressure to respond immediately, and the lack of nonverbal cues can make it difficult to participate fully. I need time to ponder, to mull over my thoughts before sharing them. Being put on the spot can be a daunting experience, and the digital format of remote meetings only exacerbates this challenge. And I’m not alone! Introverts represent somewhere between 25% and 40% of the population. Yes, we would speak up more in the moment about it if we could, but those silly extroverts won’t let us! 🙂
Zoom meetings can be a drag, especially for those of us who prefer the quiet company of a good book to a room full of chatty Cathy’s. This was especially painful for me during COVID, where Zoom meetings sometimes felt like the Wild West and the loudest (sometimes most obnoxious) voices often held everyone else hostage during meetings. As a facilitator, you have the power to turn these digital gatherings from a nightmare into a dream.
Here are a few tips to help you make your Zoom meetings more introvert-friendly (and less cringe-worthy):
Setting the Stage for Success
- The Pre-Meeting Prep: Sharing meeting materials in advance, like agendas, discussion questions, or relevant readings, can help introverts feel more prepared and confident. It’s like giving them a cheat sheet before the big test.
- A Welcoming Atmosphere: A warm and inviting tone can encourage participation from everyone, including the shyest of introverts. Think of it as setting the mood lighting for a cozy night in. For bigger meetings, we love having people introduce themselves in the chat box instead of out loud in the meeting. (This also keeps the meeting flowing more smoothly)
- Clear Expectations: A clear agenda and time frame can help alleviate anxiety for introverts who may feel overwhelmed by unstructured discussions. It’s like providing a roadmap for a road trip, so no one gets lost.
Facilitating Engaging Discussions
- The Power of Silence: Sometimes, the best way to encourage participation is to shut up. Give people a moment to think, to process, and to formulate their thoughts. It’s like letting the silence build suspense before a big reveal.
- The Magic of the Chat Box: The chat box is an introvert’s secret weapon. Encourage its use. It’s like a digital whisper network where introverts can share their thoughts without the fear of public speaking.
- The Raise Hand Ritual: This simple feature can be a lifesaver. It’s like a digital queue, allowing introverts to signal their turn without interrupting the extroverts’ endless stream of consciousness. Instead of asking for immediate reponses, ask people to use the raise hand button on the virtual meeting.
- The Art of the Soft Launch: Instead of cold-calling on participants, start with a gentle prompt or question. This gives everyone a chance to think and formulate their response, including the introverts who need a moment to warm up.
- Active Listening 101: Model active listening by nodding, making eye contact, and asking clarifying questions. Don’t just stare at them like a deer in headlights. Show them you care!
- Discourage Interruptions: Gently remind participants to let others finish their thoughts. You can use phrases like, “Let’s hear them out” or “Hold your horses, cowboy.”
Beyond the Meeting:
- One-on-One Check-ins: Offer individual follow-up meetings to discuss specific topics or concerns. It’s like a virtual therapy session for introverts who need a safe space to share their thoughts.
- Post-Meeting Surveys: Provide participants with a brief survey to share their thoughts and feedback. It’s like a digital suggestion box where introverts can anonymously share their opinions.
Additional Tips for Facilitating More Engaging Meetings
- Breakout Rooms: Use breakout rooms to create smaller, more intimate discussion groups. This can be a great way to encourage participation from introverts. Just be sure to give the prompts in advance so the introverts have time to process and think through their responses. Also designate a facilitator…those small breakout groups can be like the Wild West, too!
- Visual Aids: Use slides, whiteboards, or other visual aids to help illustrate your points. This can be especially helpful for visual learners.
- Humor and Lightheartedness: A little humor can go a long way in making meetings more enjoyable. Don’t be afraid to crack a joke or two.
- Be Flexible: Be willing to adjust your plans as needed. If a discussion is going off the rails, don’t be afraid to redirect it.
Common Pitfalls to Avoid
- The Monologue: Don’t dominate the conversation. Give others a chance to speak. And, as a facilitator, it’s your job to corral the other folks who might be going off on a “monologue.” Extroverts often process out loud, but it can be a long and meandering road to get to their point. Meanwhile, the introverts are in the metaphorical corner waiting patiently to speak.
- The Cold Call: Avoid calling on participants randomly. This can be intimidating for introverts. (And I HATE being called on…always have.)
- The Time Hog: Don’t let one or two people hog the conversation. It’s your job to set boundaries and expectations at the beginning of the meeting. Use those items like the raise hand button and chat box.
You can create a more inclusive and less awkward Zoom meeting experience for everyone by implementing these tips. A little consideration and planning can go a long way.
Additional Tips for Specific Meeting Scenarios
- Brainstorming Sessions: Encourage participants to share their ideas, even if they seem outlandish. The more ideas, the better.
- Problem-Solving Sessions: Use a structured approach, such as a SWOT analysis, to help participants identify and solve problems.
- Decision-Making Sessions: Use a voting system or consensus-building techniques to help the group reach a decision.