How to Foster Open Communication in Meetings

Ever sat through a team meeting that felt like watching paint dry? You know the meetings where: - The PowerPoint slides could cure insomnia - What's shared should've been an email - The silence is so thick you can hear a pin drop We've all been there. But here's the real gut punch - what if YOU'RE accidentally running meetings like this? Nothing humbles you quite like watching your team fight to keep their eyes open during your "exciting team update." As someone who specializes in facilitation, I can tell you that with just a few small tweaks, any manager can transform their team gatherings. Here are 6 simple changes that make a massive difference: ➡️ Start with purpose, not habit - Ask "Why am I gathering these people?" (Hint: status updates aren't a good enough reason) ➡️ Create an agenda that works like a GPS - Begin by defining your destination (desired outcomes) so everyone knows where you're headed ➡️ Include a 5-minute connection activity - Strong teams aren't built discussing KPIs, they're built in those small moments where people connect as humans ➡️ Create space for quieter voices - Not everyone processes at the same speed or communicates the same way, but everyone has valuable insights ➡️ End with crystal-clear next steps - Each action item needs an owner and a deadline, or you've just wasted everyone's time ➡️ Address disengagement privately - If someone's checked out, have the "I notice" conversation with genuine curiosity rather than judgment Want to see how your meetings measure up? Take my 2-minute Meeting Momentum quiz (linked on last slide) ♻️ Share to help someone lead a better meeting

Ever feel like your team meetings are just a bunch of talking heads? You're not alone… But what if I told you the key to unlocking better collaboration, higher engagement, and stronger results lies in something often overlooked? Active listening is more than just keeping quiet while someone speaks… It's about truly paying attention, understanding the speaker's intent, showing the speaker you understand them, and responding thoughtfully I recently coached an David (an engineering manager) on this His team was brimming with talent, but constantly missing deadlines, struggling to collaborate, and fixing mistakes that were caused by misunderstandings David noticed frustration and a lack of engagement, and after digging a little deeper, we identified a core problem… Team members weren't actively listening to each other! Ideas were interrupted, and some felt their voices weren't valued, which created a culture of hesitation and hindered creative problem-solving But changing a team culture starts at the top… Through coaching, David honed his active listening skills and implemented these practices with his team: **Give Full Attention:** David learned to silence distractions, make eye contact, and truly focus on the speaker. This simple act communicated respect and encouraged open communication **Practice Reflection and Paraphrasing:** David began summarizing key points to ensure everyone was on the same page, which clarified understanding and fostered trust **Ask Clarifying Questions:** David encouraged questions to delve deeper into ideas and build upon each other's thoughts, which fostered a more collaborative environment **Embrace Silence:** David created space for thoughtful responses instead of jumping in to fill pauses, which allowed for deeper reflection and richer discussions **Active Listening for All:** David encouraged team members to practice active listening with each other, which fostered a culture of mutual respect and understanding These simple practices produced remarkable results! Communication improved dramatically, deadlines were met, innovation soared, and the team thrived on collaboration because everyone felt empowered to share ideas freely, knowing they would be heard Implement these active listening techniques in your next team meeting and see the difference! #Leadership #CivilEngineering #SoftwareEngineering

𝐈𝐟 𝐘𝐨𝐮 𝐓𝐫𝐞𝐚𝐭 𝐄𝐯𝐞𝐫𝐲 𝐓𝐞𝐚𝐦 𝐌𝐞𝐦𝐛𝐞𝐫 𝐭𝐡𝐞 𝐒𝐚𝐦𝐞, 𝐘𝐨𝐮’𝐫𝐞 𝐃𝐨𝐢𝐧𝐠 𝐈𝐭 𝐖𝐫𝐨𝐧𝐠. I used to believe that a good Scrum Master treats everyone equally—gives everyone the same space, asks the same questions, and engages everyone the same way. I was wrong. Because the truth is, not everyone on your team processes information the same way. Some people think out loud. They dominate discussions, throw out half-formed ideas, and love fast-paced brainstorming. Others think in silence. They analyze, reflect, and won’t speak until they’re confident in their response. So when I ran retros and only the loudest voices dominated the conversation, I thought, “Well, I gave everyone a chance to speak.” But what about the people who needed time to process? What about the ones who were hesitant to share their ideas in front of a group? What about the voices that got drowned out—not because they didn’t have ideas, but because they weren’t invited into the conversation in a way that worked for them? Here’s what I learned about engaging different personalities on a team: 1️⃣ The Outspoken Contributors – Give them space, but guide the conversation. If they dominate discussions, gently redirect: “I love your perspective—let’s hear from someone who hasn’t spoken yet.” 2️⃣ The Quiet Thinkers – Give them time to process. Instead of asking for instant answers in a meeting, send questions in advance or provide a space for written feedback. 3️⃣ The Skeptics – These are the ones who challenge ideas. Instead of shutting them down, reframe their resistance as a strength: “You’ve raised a great risk—how do you think we can mitigate it?” 4️⃣ The Overwhelmed or Disengaged – If someone isn’t contributing, don’t assume they have nothing to say. Check in with them privately: “I’ve noticed you’ve been quiet—anything on your mind?” Sometimes the best insights come in one-on-one conversations. 5️⃣ The High Performers – These individuals push hard, deliver fast, and sometimes get frustrated with the pace of others. Remind them that a strong team wins together—not as individuals. The moment I stopped treating my team as one-size-fits-all, engagement skyrocketed. Because here’s the thing: ✅ Some people need the mic. Others need an invitation. ✅ Some people speak in meetings. Others speak in private. ✅ Your job isn’t to force everyone to engage the same way—it’s to create a space where every voice is heard. A quiet team isn’t always an engaged team. And a loud team isn’t always a productive one. 💡 So ask yourself: Are you really hearing everyone? Or just the ones who speak first? #ScrumMaster #Leadership #Agile #TeamDynamics #Communication

Are Your Team’s Most Honest Conversations Happening After the Meeting? Ever been in a meeting where everyone’s quiet, only speaking when the boss asks? Then, the minute the meeting’s over, the real talk starts in the hallway—but none of it ever reaches the leader? I hate these occurrences and have seen it happen all too often. When this happens, it’s a sign that something important is missing in your organizational culture: trust, openness, and real engagement. Here are 4 ways to bring those honest discussions into the room, where they belong: 1. Set a Tone of Psychological Safety Leaders should model vulnerability by sharing challenges and encouraging team members to do the same. When people feel safe to speak up, they’re more likely to address issues openly. 2. Establish Clear Rules for Dialogue Define what respectful disagreement looks like, emphasizing that different perspectives are welcome. With ground rules, team members can engage in constructive debate without fear of reprisal. 3. Create Space for Everyone’s Voice Actively involve quieter team members by asking for their thoughts directly or using round-robin style feedback. This encourages contributions from all levels and helps uncover perspectives that might be missed otherwise. 4. Follow Up Transparently If tough topics arise, be sure to acknowledge them and follow up. Show that concerns are taken seriously, and outline clear next steps so people feel heard and valued. — What’s one thing you’ve found that helps bring those “hallway” conversations into the meeting? ♻️ Repost if you’re all too aware of these “hallway” meetings.

A question I hear far too often: “How can I make my team feel heard?” Here are 7 things I’ve learned: 1. Active Listening Make an effort to understand the message behind the words. • Focus on the speaker • Listen without planning a response • Nod, make eye contact, and subtly summarize their points This attentiveness shows genuine concern - they'll know you're fully engaged. Give them the power of your undivided attention. 2. Regular 1:1s Private check-ins make a big difference. They're opportunities to voice concerns or ideas they might not share in a group. Everyone has different needs. Provide individualized feedback and tailored support. Check in on them beyond their job description. 3. Anonymous Feedback Not everyone is comfortable giving direct feedback - it takes practice. Providing an anonymous way to do so can uncover issues you weren’t aware of. Act on this feedback where appropriate, and your team will see that every voice matters. Listen to everyone without bias. 4. Empathetic Responses Empathy in leadership is crucial. Phrases like “I can see how that's frustrating” or “That sounds challenging” validate experiences and encourage further sharing. Don't lead like a robot - show that you have a heart and care. Nothing is as powerful as feeling like you’ve been understood. 5. Encourage Participation Make it known that your meetings are a safe space. Just because you know it doesn't mean others do. No judgment. No fear of being "wrong." It's a refreshing reminder, especially for quieter members who don't often participate. 6. Follow-Up Actions Listening is fundamental, but action speaks louder. • If someone raises an issue or suggestion, follow up on it • If you can’t implement their idea, explain why Show that their input was valuable enough to warrant consideration. Then thank them for it. 7. Regular Team Surveys This has been a game-changer for my team. Craft surveys that cover the entire work-life spectrum. Encourage detailed, open-ended responses. Come back to them in 60 days to assess progress and uphold accountability. Discussing these insights together shows you're truly invested in their needs. Making your team feel heard is about cultivating an environment of trust and openness. It’s a blend of active listening, empathetic leadership, and taking tangible actions based on feedback. When your team feels heard, they feel valued. And a valued team is an empowered team. That's a wrap! If you enjoyed this: 1. Follow me Evan Nierman for more of these 2. Subscribe to my newsletter for more breakdowns like this: https://lnkd.in/g8MF5-6g

What’s a great team meeting? Team meetings are a significant investment of time, and making them truly valuable is essential. After years of leading small and large teams, I’ve found that every team should have a few objectives. My framework is called TOP 😎 1. Transparency: Every leader should try to provide full context on cross-functional projects esp those that impact them. 2. Order: Team members should leave the meeting with a clear understanding of what they should be working short and long term. 3. Progress: Meetings should be a catalyst for forward momentum. Each should result in clear next steps that move the team towards its goals. My own team meetings often involve 10+ hours of collective time, so I focus on maximizing efficiency and impact. We start by sourcing discussion topics from the entire team—ensuring everyone feels heard and involved in shaping the agenda. I structure the meetings into three core parts: - Newsflash: This is where I provide organizational context—highlighting wins, team recognitions, key updates, big deals won or lost, and any major changes in leadership or product direction. - Core discussion: The team discusses pre-submitted topics with a clear focus. The goal is to unblock each other. Each topic has context, the owner knows what to do next, and they can ask for help if needed. - Action items: Every discussion ends with actionable next steps, assigning an owner, a specific action, and a due date. If there’s no action required, we close the topic. I avoid adding unnecessary elements like guest speakers or deep dives—they’re valuable as one-offs but not as regular agenda items. And I make sure to avoid lengthy debates. If something requires deeper analysis, we take it offline and revisit later. Finally, I make every attempt to start and end without the allocated 45 minutes. If you are stuck or feel you don’t have enough things to talk about, ask your team. #Leadership

"Stop calling meetings so you can simply organize your own thoughts with witnesses." - Amber Naslund 😂 Facilitators need to organize and create purposeful meetings, but it's equally important that you speak up! I know this can be intimidating for many of you. (it was for me as well) Here are 10 ways to speak up in your next meeting: (progressive steps to build your confidence) 1. Know the agenda: "I've reviewed the meeting topics..."   → Familiarize yourself with the meeting structure beforehand. 2. Prepare one talking point: "I have a thought on the second item..."   → Jot down a single idea you feel comfortable sharing. 3. Acknowledge others: "Thank you, [Name], for bringing that up."   → Start by simply showing you're engaged and listening. 4. Ask a clarifying question: "Could you elaborate on...?"   → Seek more information on a point someone else made. 5. Piggyback on ideas: "To add to [Name]'s point..."   → Build upon a colleague's contribution with a short comment. 6. Offer a brief experience: "I encountered something similar when..."   → Share a quick, relevant personal anecdote. 7. Summarize a discussion: "If I understand correctly, we're saying..."   → Recap a part of the conversation to ensure understanding. 8. Present prepared research: "I found some data on this topic..."   → Share a fact or statistic you've looked up in advance. 9. Suggest a small action item: "I could look into that for next time."   → Volunteer for a manageable task related to the discussion. 10. Express a thoughtful opinion: "From my perspective..."   → Share your own viewpoint on a topic, backing it with reasoning. TL;DR (try to speak up in the first 30 mins) 1. First meeting: Learn the agenda beforehand.    → Simply knowing what to expect can boost your comfort level. 2. Next meeting: Expand on someone else's thought.   → Try the "piggyback" technique: "Building on [Name]'s point..." 3. Following meeting: Introduce your own idea.   → Start small: "I had a thought about..." 4. Keep growing: Each meeting, challenge yourself to contribute a bit more.   → Progress from asking questions to sharing insights to leading discussions. For those who need to speak up, remember that confidence grows with practice. For those who facilitate meetings, I'll leave you with this: #aLITTLEadvice

This Stephen Hawking quote stuck with me: "Quiet people have the loudest minds." It completely changed the way I work with my team. Why this matters (and how to make space for introverts in an extroverted world): As an extrovert, I've had to learn this the hard way. My ideas used to overpower those less willing to engage in conflict or speak up. But the truth is, some of the best ideas come from the quietest people. So how do we tap into this silent goldmine? 1. Know Where You Fall on the Introvert-Extrovert Spectrum Even introverted leaders can get overpowered by louder voices. A study by Grant et al. found that introverted leaders often outperform extroverts when leading proactive teams. But that's just the start... 2. Awareness of Where Others Fall You need to understand where each team member falls on this spectrum too. Why? Because a one-size-fits-all approach to communication doesn't resonate with everyone. So, what's the next step in creating a truly inclusive environment? 3. Public vs. Private Discussions In public, introverts might not speak up at all. One-on-one? They're more likely to debate and be vulnerable. A Harvard Business Review study found that introverts are 40% more likely to share ideas in private settings. But there's more to it... 4. Use Open-Ended Questions "What are your thoughts on this?" opens doors that "Don't you think this is the best approach?" slams shut. Still, even the best questions can fall flat if you ignore this crucial element... 5. Tonality The right words with the wrong tone can still shut down introverts. Studies show that people remember 38% of what you say, but 93% of how you say it. So, how do we put all this into practice? 6. My 3-Step Framework for Making Space for Introverts • Observe: Who speaks up? Who doesn't? • Adapt: Tailor your approach to each individual • Create: Build safe spaces for all voices As a bonus tip, try this next strategy... 7. The "Think, Pair, Share" technique: Give everyone time to think individually, then discuss in pairs before sharing with the group. This method increased participation by 75% in a study by Kagan. It's a game-changer for introverts and brainstorming in general. But never forget this: Diversity of thought leads to innovation. IBM found that teams with a mix of introverts and extroverts are 60% more innovative. The question is: how will you start tapping into your team's full potential today? If you enjoyed this and want more in-depth content like this: Join my newsletter to learn my business principles, systems, mental models, and scaling to $20M annual revenue 👉 https://lnkd.in/eVhbA8RE

In a remote work environment, team members often hesitate to speak up or share feedback. As leaders, we can break this silence by modeling the behavior we want to see—vulnerability and openness. Here’s how to lead by example and create a culture of trust and collaboration: 1. Share Your Own Challenges • When leaders are transparent about their struggles, it creates a safe space for others to do the same. • Example: “I’ve noticed that virtual meetings can sometimes feel less engaging. What ideas do you have to make them more interactive?” 2. Actively Seek Feedback • Encourage team members to provide feedback on your leadership and processes. • Example: “I’d love your thoughts on how I can better support you in achieving your goals. What’s working? What could I improve?” 3. Act on Feedback Publicly • Demonstrate that feedback is valued by implementing suggestions and acknowledging their source. • Example: “Thanks to Sarah’s idea, we’ve added a quick check-in at the start of each meeting to make them feel more personal. Let me know how it’s working for you!” 4. Frame Feedback as Growth Opportunities • Normalize the idea that feedback is about growth, not criticism. • Example: “I recently received feedback about how I manage time during meetings, and I’ve started using an agenda to stay on track. It’s been a game-changer!” Why It Works: When leaders show humility, accept constructive feedback, and demonstrate action, it sets the tone for the entire team. Vulnerability isn’t a weakness—it’s the foundation for building trust and collaboration in remote environments. What’s one way you’ve used openness to encourage your team? #team #leadership #remote —— 🔔 Follow me here on LinkedIn for clear, concise insights into leadership and the life science space! 📩 Subscribe to the Med Info Monthly newsletter for deeper dives into topics important to the medical information space.

"What's getting in the way of you being present today?" This simple question asked at the start of a team meeting not only has the potential to surface the "elephant in the room", but can also:  ✨ Build Trust & Psychological Safety ✨ Create Focus ✨ Enhance productivity Let’s break it down:  Starting with “What” keeps individuals in a positive, creative and forward looking frame of mind vs. asking “why” questions which could stir up negative emotions and defensiveness.  Distractions are a reality. Inviting individuals to name and share them helps them take up less space in their subconscious, and enables them to be more focused on the task at hand. It also creates vulnerability which is a key ingredient in building trust and psychological safety within teams.  In my times asking this question, I’ve heard teammates say everything from “I don’t have any distractions” to “My project isn’t going well and I could use some help”, to “my daughter is at home sick and I’m expecting a call from the pediatrician any minute”  Your role as a team member or leader is not to fix their feelings, but rather listen with empathy. This 5-10 minute exercise at the start of a meeting clears the air and will immediately shift the dynamics of your team meeting.  Try it and let me know how it goes!  --- 👋 I'm Laura. I equip leaders with the skills and resources to build exceptional teams and transform big ideas into impactful outcomes. Don't wait until your team is floundering, reach out to learn about my High Performing Team Assessment & Roadmap. #TeamBuilding #LeadershipTips #ProductivityHacks #TrustBuilding #Engagement #MeetingStrategies #LeadershipDevelopment #TeamCulture #EmployeeEngagement