“If you don’t have something nice to say, don’t say anything at all.”

This may be a golden rule for the elementary school cafeteria, but does not often play out as well in professional settings. Many leaders assume that people will speak their minds when asked directly for input on an issue, but this is often not the case. There are a number of factors that can impact a person's ability to speak freely; luckily, there are also a number of ways to ensure everyone’s input is heard.

If you are the person leading the meeting:

• Remind your team that their feedback and participation are necessary to the process. And, if necessary, warn them that silence may be interpreted as agreement; all the more reason to voice opinions when asked.
• Encourage anonymous responses when topics are particularly sensitive or volatile. Brief surveys or written votes can be helpful when people do not feel free to chime in verbally.
• Clarify all agreements and conclusions at the end of the meeting. Restating what has been discussed provides one more opportunity for team members to add to the conversation and minimizes miscommunication.
• Listen to and take note of differing views. It is hard to believe leaders are genuinely asking for input if they are immediately defensive when challenged. Thank people when they make valuable contributions.

If you are a team member participating in the meeting:

• Speak up when asked. If you agree, say so. If you have questions or concerns, voice them.

Whatever role you are playing in these discussions; remember that the group as a whole benefits when more voices are heard.