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Being clear about the purpose of the meeting will determine the process and affect its overall effectiveness. Read Setting the Agenda.

Team meetings tend to work best if all members of the research team feel able to share their ideas and views.  This is valuable for the Research Team Leader too as they can pinpoint any misunderstandings or tension in the team, as well as being able to utilise the experience and enthusiasm of all team members.  However, speaking at a team meeting, especially if it is a large group, can be daunting for new or less experienced researchers or for researchers using their second language. 

The following list identifies some of the factors that might prevent team members from contributing to the discussion:

• Discussions monopolised by one or few members
• Discussions monopolised by senior members
• Obvious displays of non-verbal disapproval when ideas are discussed
• Use of meeting procedures that require the participation of all group members
• Too much humour and not enough discussion
• Being unprepared
• Losing control
• Public put-downs of any member
• Adopting an attitude that questions are not welcome

Here are some ideas that might help to get the discussion started and encourage all team members to contribute:

Round Robin/Round Table

Each member in turn is encouraged to contribute to the discussion. This is a good way to draw in reluctant contributors.

Delphi

This would be useful if members cannot physically be together in the same room. It uses a questionnaire to elicit opinions. Questionnaires can be emailed.

Devil’s Advocate

One person takes on the role of challenging the proposal/idea put forward at the meeting. This can clarify and deepen the discussion as well as raise points not previously considered.

‘Yes, and …’ instead of ‘Yes, but …’
‘Yes, but …’ will reduce the flow of ideas and may stop the discussion before the ideas have been fully discussed. Encourage team members to use ‘Yes, and …’ (even if the idea does not seem viable).  This will encourage discussion and is a more positive way to evaluate an idea’s viability.