Lead Better Meetings With The 4Ps Technique

Welcome to Mind Tools' video learning series.

Leading meetings can be challenging when your attendees refuse to "get with the program." People may be reluctant to join in. Perhaps they feel disengaged, bored or even angry. Others could have a hidden agenda and may resist what you're trying to achieve.

The 4Ps of Delegates can help you to understand attendees' behavior, and take back control. The Ps represent the most common types of delegate.

The first stands for participant. Participants are happy to be there. They want to learn, and they join in discussions. They're the people you want to have in your meeting.

The second P stands for passenger. Passengers might consider your meeting irrelevant, or treat it as a distraction. Chances are, they won't offer much input, but they're unlikely to be hostile or disruptive.

The third P stands for protester. Protesters don't want to be there and will likely go out of their way to make the meeting unpleasant.

The final P stands for prisoner. Prisoners are resigned to being stuck in the meeting. Their sullen body language will clearly demonstrate that they'd rather be elsewhere.

Fortunately, it is possible to turn passengers, protesters and prisoners into enthusiastic participants.

Start by putting four flipcharts in a room: one for each of the four Ps.

Give the group a hypothetical scenario – a colleague asking if anyone wants to go for drinks after work, for example – and ask people to stand by the P that best fits their reaction.

Repeat the exercise with a different scenario. On the third turn, ask them how they feel about being in your meeting.

Don't take it personally when delegates identify themselves as passengers, protesters or prisoners. Instead, encourage them to explain their reasons. And discuss what would make them more willing to participate.

For example, could you improve engagement by asking more open questions? Or, explain the benefits and useful outcomes of the session more clearly?

Remember to emphasize that you're not trying to "fix" their issues or behaviors. Your main aim is to get them engaged with your session.

If you want to learn more about the 4Ps of Delegates, read the article that accompanies this video.