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How can you create a sense of belonging in meetings?

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Meetings are essential for communication, collaboration, and decision-making in any organization. However, they can also be a source of frustration, boredom, and disconnection if they are not well-designed and facilitated. How can you create a sense of belonging in meetings, so that everyone feels valued, engaged, and motivated to contribute? Here are some tips to help you foster a positive and inclusive meeting culture.

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Vivek Sharma

Leader in Auto Sector with strong cross functional experience of Sales, Aftersales, Dealer Development and…

1 Define the purpose and agenda

Before you invite anyone to a meeting, make sure you have a clear and specific purpose and agenda for it. What are the goals, outcomes, and expectations of the meeting? How will you structure the time, topics, and activities? How will you measure the success of the meeting? Share the purpose and agenda with the participants in advance, and ask for their feedback and input. This will help them understand the relevance and value of the meeting, and prepare them for meaningful participation.

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Gijsbertus J.J. van Wulfen

Innovation keynote speaker, Number One Thought Leader Design Thinking 2024, LinkedIn Top Voice helping you and your organisation, to become amazing innovators with keynotes, workshops, and a proven innovation method.
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As innovation facilitator of 100+ innovation teams I like to share with you: HOW TO START BUILDING TRUST AT THE BEGINNING of a project or meeting Trust is of utmost importance in teams as we need to feel safe to go beyond our own limits and be tolerant to others doing so. There’s only one moment to start creating psychological safety in a new creative group in-person or online: at the start. In my work as innovation facilitator we create trust at the pre-kickoff by asking everyone to do storytelling on their best team experience ever. And afterwards ask every participant to state one team value that is crucial for them the coming innovation journey. So we end the session with a list of 10+ team values everyone commits to ?????.

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2 Invite the right people

One of the common complaints about meetings is that they are too large, too frequent, or too irrelevant. To avoid this, carefully consider who needs to be in the meeting, and why. Invite only those who have a stake, a role, or a contribution to the meeting purpose and agenda. Explain to them why they are invited, and what you expect from them. If possible, limit the number of participants to facilitate interaction and dialogue. If you have to invite a large group, consider using breakout rooms or other tools to create smaller and more focused discussions.

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3 Create a safe and respectful space

A sense of belonging in meetings depends on how comfortable and confident people feel to express their ideas, opinions, and emotions. To create a safe and respectful space, you need to establish some ground rules and norms for the meeting. For example, you can ask everyone to use their names and pronouns, mute their microphones when not speaking, listen actively and attentively, avoid interrupting or dominating the conversation, respect different perspectives and experiences, and give constructive feedback. You can also model these behaviors yourself, and encourage others to do the same.

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4 Encourage participation and collaboration

A sense of belonging in meetings also depends on how involved and valued people feel in the meeting process and outcome. To encourage participation and collaboration, you need to use a variety of methods and techniques to engage people and elicit their input. For example, you can start the meeting with an icebreaker or a check-in question, use polls or surveys to gather feedback or opinions, ask open-ended or probing questions to stimulate discussion or reflection, assign roles or tasks to different participants, use brainstorming or problem-solving exercises to generate ideas or solutions, and summarize or highlight key points or actions at the end of the meeting.

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Vivek Sharma

Leader in Auto Sector with strong cross functional experience of Sales, Aftersales, Dealer Development and Manufacturing in Luxury and Mass brands.
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Some of the ways to bring belongingness is 1) encourage every one to speak- specially those who generally keep quiet . If they don't have anything new to add , ask their opinion on points raised by other members 2) Give encouraging feedback by using phrases like - " wow that is a good idea ", " sounds nice, how can we implement it" 3) listening actively plays an important role in creating belongingness

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5 Celebrate and appreciate diversity

A sense of belonging in meetings also depends on how recognized and appreciated people feel for their unique and diverse contributions. To celebrate and appreciate diversity, you need to acknowledge and embrace the differences and similarities among the participants, and how they enrich the meeting experience and outcome. For example, you can recognize and praise people for their skills, strengths, or achievements, express gratitude and appreciation for their efforts or inputs, invite and support people to share their stories or perspectives, and solicit and incorporate feedback or suggestions for improvement.

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6 Follow up and follow through

A sense of belonging in meetings also depends on how connected and accountable people feel after the meeting. To follow up and follow through, you need to communicate and document the results and actions of the meeting, and ensure that they are implemented and monitored. For example, you can send a summary or a report of the meeting to the participants, thank them for their participation and collaboration, remind them of their roles or responsibilities, provide updates or progress reports on the action items, and ask for their feedback or evaluation of the meeting.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you create a sense of belonging in meetings?

1

2

3

4

5

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1 Define the purpose and agenda

2 Invite the right people

3 Create a safe and respectful space

4 Encourage participation and collaboration

5 Celebrate and appreciate diversity

6 Follow up and follow through

7 Here’s what else to consider

Leadership

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How can you create a sense of belonging in meetings?

1

2

3

4

5

6

7

1 Define the purpose and agenda

2 Invite the right people

3 Create a safe and respectful space

4 Encourage participation and collaboration

5 Celebrate and appreciate diversity

6 Follow up and follow through

7 Here’s what else to consider

Leadership

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