Understand the reasons behind their absence without making assumptions. Highlight how their input is valuable and how their absence affects the team. Reiterate the purpose and expectations for attendance. Ensure meetings are scheduled at times convenient for all participants when possible. Define policies around meeting attendance and participation. Encourage participants to inform in advance if they can’t attend, so adjustments can be made. Ensure meetings are focused, concise, and relevant to attendees. Only invite participants whose input or decisions are critical to the agenda. Provide options for one-on-one catch-ups for those unable to attend regularly. Consider rotating meeting times if team members are in different time zones.

I’d start with a one-on-one conversation to address it directly but kindly. I’d say something like, “Hey, I noticed you’ve missed a few meetings lately. Is everything okay?” This way, I can understand if it’s a scheduling conflict, personal issue, or maybe they don’t see the value of the meetings. Once I know the root cause, I’d work with them to find a solution—whether it’s adjusting the timing, sharing meeting recaps, or clarifying why their presence is important. If the issue continues without a valid reason, I’d set clear expectations about attendance and the impact of missing these meetings. I believe it’s about balancing understanding with accountability to keep the team running smoothly.

A private discussion to understand the root cause is crucial. I’ve also found that setting reminders and sharing agendas beforehand can boost attendance. Clear expectations and follow-up notes ensure accountability and inclusivity.

There are many factors that could lead to a member of staff missing schedule... However, as a team lead, it is essential we apply wisdom to ascertain reason for such before dishing out query. In the case of re-occuring situation, first step is to call the staff to a private meeting to understand his or her plight. Proper advise should be given and in the case of proximity, he can be advised to liaise with a colleague who stay nearby and live together. However, standards of operation must be reiterated to also butress the earlier advise given. In the case of voluntary defiant, query should be given or swap of position.

If a team member keeps missing meetings, I would talk to them privately to understand why. I’d explain how important their attendance is and ask if anything is making it hard for them to join. Then, I’d work with them to find solutions, like adjusting the meeting time or sharing recordings. I’d also remind them of the expectations and keep track of attendance. If the issue continues, I’d escalate it if needed and follow up to make sure things improve.