You're facing a colleague who monopolizes meetings. How do you encourage better collaboration?

1 Set Ground Rules

Establishing clear ground rules at the beginning of a meeting can prevent any one person from monopolizing the conversation. As an administrative manager, you can suggest implementing timed speaking slots or a round-table format to ensure everyone has the opportunity to contribute. This approach not only curbs the tendency for one person to dominate but also creates a structured environment that can lead to more efficient and effective meetings.

2 Encourage Inclusivity

In a meeting where collaboration is key, it's important to actively encourage inclusivity. If you notice a colleague consistently taking over, use your role to interject and invite others to share their perspectives. Phrases like "Let's hear from someone who hasn't spoken yet" or "I'm interested in what others think about this" can redirect the conversation and promote a more balanced dialogue.

3 Utilize Technology

Technology can be a great ally in managing meeting dynamics. Tools such as collaborative document platforms allow for real-time input from all participants, which can help balance the conversation. Encouraging your team to use these tools means that even if someone is dominating the verbal discussion, others can still contribute their ideas in writing, ensuring a more equitable sharing of voices.

4 Foster Open Dialogue

Creating an atmosphere where open dialogue is the norm can help prevent any one individual from dominating meetings. Encouraging your team to express their thoughts and ideas freely, without fear of interruption or judgment, can help create a more balanced exchange. It's also helpful to acknowledge and validate all contributions, which reinforces the value of diverse input and encourages quieter team members to speak up.

5 Address Issues Privately

If a colleague's behavior persists despite your efforts to encourage collaboration, it may be necessary to address the issue privately. A one-on-one conversation can be an opportunity to provide constructive feedback and discuss ways to improve meeting dynamics. Approach the conversation with empathy and focus on the importance of everyone's contributions to the success of the team.

6 Lead by Example

As an administrative manager, you have the power to lead by example. By actively listening, valuing all contributions, and ensuring that you're not inadvertently dominating discussions yourself, you set a standard for meeting conduct. Your behavior can influence the team's dynamics and encourage a culture of respect and collaboration. Remember, the way you conduct yourself in meetings can have a significant impact on how others behave.

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?