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Understand the Core Issue: The Caucus Problem
- Technical issues can disrupt meetings but aren't the main issue.
- The caucus problem: The structure of meetings often prioritizes those who can take the floor, silencing quieter voices.
Common (Ineffective) Solutions
- One-remote-all-remote: Ensures everyone feels equally remote, but doesn't address the caucus problem.
- Limiting remote meetings: Suggests in-person ideation, assuming it's superior. This doesn't solve the core problem.
- Reprimanding interruptions: Targets individuals rather than the systemic issue.
Effective Solutions: Addressing the Incentive Structure
- Moderate the Meetings
- Appoint a moderator who focuses on managing the speaking flow.
- Ensure all participants have the agenda beforehand.
- Use a list to manage speaking turns, allowing everyone to focus on listening.
- Techniques for Effective Moderation
- Agenda visibility: Share and display the agenda for transparency.
- Speaking list: Collect names of speakers in advance or during the meeting.
- Interruptions: Stop and redirect interruptions to the speaker's list.
- Equal participation: Actively solicit input from quieter participants.
- Time limits: Set speaking times and allow Q&A if time permits.
- Inclusive Meeting Structures
- Iteration planning meetings: Follow a structured process where the product manager moderates.
- Retrospectives: Use a clear process to ensure everyone can contribute their views.
Outcome
- Self-moderation: Over time, participants will start self-regulating, reducing the need for active moderation.
- Inclusive culture: Encourages a culture where all voices are heard and valued, improving overall team dynamics and decision-making.
By implementing structured moderation, you can transform remote meetings into effective, inclusive sessions that engage all participants, ensuring diverse ideas and perspectives are heard.