You're leading virtual brainstorming sessions. How do you make sure every team member feels included?

To ensure every team member feels included during virtual brainstorming sessions, start by establishing clear ground rules that emphasize respect and active listening. Use a structured approach, such as round-robin or "raise hand" features, to give everyone a chance to contribute without interruption. Encourage diverse input by prompting quieter members with specific questions or inviting them to share their thoughts directly. Leverage collaborative tools, like shared documents or virtual whiteboards, to visually capture and organize ideas in real-time, making it easier for all participants to engage and see their contributions valued.

Begin by setting the tone for the brainstorming session. Clearly outline the goals, rules, and expectations. Emphasize the importance of open-mindedness, respect, and the value of diverse perspectives. By establishing these guidelines upfront, you create a safe space where all team members feel encouraged to share their ideas without fear of judgment. It can also be helpful to remind the team that all ideas are welcome, and that the purpose of brainstorming is to generate a wide range of ideas, not to critique or evaluate them. This can help alleviate any anxieties about speaking up and encourage more active participation.

Before calling for a meeting, it's important to evaluate if it is necessary. Can the update be communicated in a different way to reduce meeting fatigue? If a meeting is essential, I find that using break out rooms makes digital delivery more engaging. These break out rooms provide an opportunity for small focus groups to discuss the topics, which is more productive than traditional lecture-based presentations. Another option is to hold small meetings and assign each agenda item to a different person. Virtual meetings have enabled multitasking, which can be unproductive. I have seen situations where participants are required to have their cameras on to support active presence. Ask for contributions via chat too. Hold polls.

Take advantage of the various tools available within virtual meeting platforms to facilitate inclusion. Features like virtual whiteboards, polls, and breakout rooms can be incredibly useful for engaging team members. Virtual whiteboards allow everyone to jot down their ideas simultaneously, creating a visual representation of contributions that can help inspire further ideas. Breakout rooms, on the other hand, can be used to create smaller groups where more reserved team members might feel more comfortable sharing their thoughts. This approach not only fosters more intimate discussions but also ensures that all voices are heard.

After the brainstorming session, follow up with a summary of the ideas generated and the next steps. Encourage team members to continue thinking about the topic and to share any additional thoughts or ideas that may come to mind. This not only reinforces the importance of their contributions but also keeps the momentum going.