Last updated on Aug 21, 2024

You're leading a large group meeting. How can you ensure dominant personalities don't overshadow others?

When you're at the helm of a large group meeting, the dynamics can be as varied as the participants. It's crucial to navigate these waters with a strategy that ensures everyone's voice is heard, especially when dominant personalities are present. Your role isn't just about leading the discussion; it's about creating an environment where all contributions are valued and considered. This means being proactive, setting clear expectations, and employing techniques that encourage equitable participation. By doing so, you'll not only balance the conversation but also foster a culture of respect and collaboration that can lead to more innovative and inclusive outcomes.

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1 Set Ground Rules

Before diving into the agenda, take time to establish ground rules. This preemptive step is essential in managing expectations and creating a respectful meeting culture. Explain that while enthusiasm is appreciated, it's important for everyone to have a chance to speak. Encourage participants to be concise and to the point, to allow others to contribute. Ground rules might include no interrupting, speaking in turn, and actively listening when others are speaking. This sets a baseline for behavior and gives you a reference point to politely interject if someone begins to dominate the conversation.

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Marianne Dizon

General VA
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One way to get started: In my experience, I’ve found that establishing ground rules at the start of a meeting, such as “Everyone should have an opportunity to speak” or “No one should interrupt,” can set the tone for balanced participation. In a past meeting, I implemented a rule where every attendee had to contribute at least one idea before anyone could speak again. This ensured that quieter members had a chance to share their thoughts.

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Chiara Marrapodi (MA)

Integrative Life and Shadow Work Coach (CPC) : Speaker : Animal Wellbeing : Emerging Scientist : The Dreaming Tree Center : Vino & Vision Affiliate Coach : The Honey Hive Collective
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Facilitators set the ground rules as a part of the agreements of the group interaction. Creating a framework for contributions supports fair sharing, whilst allowing those who are enthusiastic to not lose their curiosity and drive. I like using a talking stick at times to encourage adherence to agreements and to foster peer respect. Group facilitators are leaders and thus managing contributions by calling on those who contribute less brings balance to the group dynamic. Additionally, leveraging known participant talents brings a diversity of delivery, perspective and enhances active participation whilst quelling boredom in a way that appeals to the individual's comfort level. This reduces dominance and cultivates group cohesion.

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2 Use Structured Formats

Employing structured formats such as round-robin or think-pair-share can democratize speaking opportunities. In a round-robin, you systematically invite each person to share their thoughts, ensuring everyone has a turn. The think-pair-share technique allows participants to first think individually, then discuss their ideas with a partner before sharing with the larger group. This not only levels the playing field but also allows quieter members to formulate their thoughts and contribute more confidently.

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Marianne Dizon

General VA
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Some ways to get started: Incorporating structured formats like round-robin discussions or breakout groups helps ensure that everyone has a voice. An example of this was during a project brainstorming session. I divided the team into smaller groups, making it easier for more reserved members to speak up without vocal colleagues overshadowing them.

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3 Leverage Technology

Technology offers various tools that can help manage participation in large group meetings. Use digital platforms where participants can submit questions or comments anonymously or vote on topics they find most important. This approach can reduce the influence of dominant personalities by giving a voice to those who may not feel comfortable speaking up. Moreover, it provides a visual representation of group sentiment that can guide the discussion more equitably.

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Marianne Dizon

General VA
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Some ways to get started: In virtual meetings, using tools like chat functions or polling can help quieter members participate without the pressure of speaking out loud. In a remote team meeting, I encouraged participants to type their ideas in the chat, which allowed everyone, including those less comfortable speaking, to contribute equally.

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4 Assign Roles

Distributing roles among participants can be an effective way to engage everyone and keep dominant personalities in check. Assigning roles such as timekeeper, note-taker, or facilitator for different agenda items distributes responsibility and encourages active participation from all attendees. This also provides structure to the meeting and ensures that tasks are shared rather than dominated by a few voices.

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5 Facilitate Actively

Active facilitation is key to managing group dynamics. You must be attentive and ready to guide the conversation back on track if it becomes monopolized. Use phrases like "Let's hear from someone who hasn't spoken yet" or "Can we get a different perspective on this?" to redirect the focus. Your active role is crucial in ensuring that all participants feel their input is valued and that the meeting progresses constructively.

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Marianne Dizon

General VA
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Some ways to get started: Active listening not only helps you as a leader to understand all viewpoints but also models the behavior you want the group to follow. One thing I found helpful is during a leadership workshop, I asked participants to paraphrase what the previous speaker said before adding their own points. This encouraged attentiveness and respect for each speaker’s contribution.

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6 Empower Participants

Finally, empowering participants to speak up is vital. Encourage self-advocacy by inviting individuals to contribute if they've been quiet or by asking the group if anyone else has something to add. This not only helps to manage dominant personalities but also builds confidence in quieter members, fostering a more inclusive environment. Remember, your goal is to create a space where everyone feels comfortable sharing their ideas.

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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?

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You're leading a large group meeting. How can you ensure dominant personalities don't overshadow others?

1

2

3

4

5

6

7

1 Set Ground Rules

2 Use Structured Formats

3 Leverage Technology

4 Assign Roles

5 Facilitate Actively

6 Empower Participants

7 Here’s what else to consider

Large Group Facilitation

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You're leading a large group meeting. How can you ensure dominant personalities don't overshadow others?

1

2

3

4

5

6

7

1 Set Ground Rules

2 Use Structured Formats

3 Leverage Technology

4 Assign Roles

5 Facilitate Actively

6 Empower Participants

7 Here’s what else to consider

Large Group Facilitation

Rate this article

Thanks for your feedback

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