"Feedback is a gift" and it is indeed. It can be solicited in various ways, questionnaires, surveys, verbal discussions, emails etc. Whatever mode you use, the aim is to solicit honest, open and unbiased opinions of others, based on factual data. We can set expectations, encourage open and transparent behavior and create a safe space, but it ultimately boils down to the intention. That is the key! To benefit from feedback, one must do it constructively unless of course the intent is otherwise. Avoid saying I need candid, brutal, raw feedback, because these in themselves have negative connotations. Instead, say "Soliciting constructive feedback". Also work on the feedback diligently and update stakeholders if you have to, of improvements.

Sharing agenda of the meeting in bullet point formats will help every attendee prepare in better manner. Additionally, it would be easier to understand the context if minutes from last meeting are also shared along with the invite. This helps to clarify the topics to be discussed during the meeting.

We tend to think of feedback as summative (post-meeting), but they can also be formative (ongoing). Here’re 3 ways to encourage feedback during a meeting: 1. Make it informal, e.g. ask online attendees to use the reaction button to upvote an issue to discuss. 2. Allow verbal and written feedback. Some attendees may feel more comfortable with one form of communication to the other. If possible, make the feedback tool anonymous. This eases the pressure on the attendees that they might "say something wrong". 3. Be direct! If you’re looking for feedback in a specific area, say so. Also share why you’re requesting the feedback, what it could accomplish, and how attendees can help during the meeting.

One thing I have noticed is that junior colleagues tend to hesitate from speaking up their mind in spite of having multiple ideas with them. I would recommend to ask their opinions via email post meeting in case they are not comfortable speaking in front of everyone in the meeting. At the end of the day, inputs/ideas matters and not whether it come through meeting discussion or post meeting email feedback. In long term, we can focus on creating a safe space for all team members and make them feel part of the team so that they wont be scared to speak out if required.

The main reason I feel people don't contribute in the meeting is because they feel their opinion wont matter and will not be considered seriously. One interesting thing I recommend in such situations is to note any point raised by a junior colleague and take necessary action prior to next meeting and then share in next meeting, how that suggestion was proved to be useful for project success. This will definitely encourage everyone to share their thoughts as they feel they will be taken seriously if they share any meaningful point of view.

Following up and acting on feedback is actually the most important and crucial part of this article. Many areas of business (not just project management) while gathering feedback, still forget to act on it. It makes sense, even during the feedback or brainstorm meeting, to take notes, offer possible quick next steps, and determine who and when will report on it. As one of the steps, there could be a separate meeting specifically for this one specific feedback to develop a detailed action plan. The SMART approach would definitely help here. This will make each feedback much more valuable and motivate providing more feedback in the future.

Its important to let everyone express their opinion on the subject of discussion. There can be disagreement on many topics. But, listening to everyone's opinion will give you different perspectives on the same subject, thereby helping you to make a better choice. Productive discussions shall be encouraged by the meeting organizer and it is responsibility of the host to ensure the involvement from all stakeholders in the meeting for the mentioned agenda.

In challenging the conventional wisdom surrounding meeting feedback, consider shifting your focus from ensuring vocal participation to fostering a culture that values diverse communication styles. Instead of pressuring everyone to speak up, create alternative channels for input, such as anonymous feedback platforms or written submissions. Emphasize that contribution can take various forms, and not everyone needs to vocalize thoughts in a meeting. By respecting different communication preferences, you create a more inclusive environment where team members can comfortably provide feedback in a manner that suit7s them best, without feeling intimidated by the spotlight.

Meetings can feel intimidating but you can lessen this and create an open and comfortable forum for discussion, by setting meeting house-keeping rules: 🔸Conduct ice breakers 🔸Allow questions/opinions to be sent virtually 🔸Asking each meeting member for input/feedback 🔸Stipulating no interruptions when someone is speaking

Encourage people to introduce themselves to wider audience in the meeting. This helps to break the ice and makes people comfortable. Also, try to be an active listener. "Listening is not waiting for someone to finish so that you can speak."