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How can you help team members feel comfortable speaking up during meetings?

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Meetings are essential for teamwork, but they can also be intimidating for some team members who may feel reluctant to share their ideas, opinions, or feedback. This can affect the quality of the team's work, the morale of the team, and the trust among team members. How can you help team members feel comfortable speaking up during meetings? Here are some tips to create a more inclusive and collaborative meeting environment.

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Dan-Octavian C?tan?

?? People & Culture Business Partner ??Lifelong Learner ? Member of IAF Romania
Sunil Roy

Passionate Leadership Promoter I Leadership Coach | CEO @ Raveleja

1 Set clear expectations

Before the meeting, communicate the purpose, agenda, and desired outcomes of the meeting to all team members. Let them know what topics will be discussed, what questions will be asked, and what input is expected from them. This will help them prepare and feel more confident to contribute. Also, encourage them to share any questions or concerns they may have before the meeting, so you can address them or include them in the agenda.

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Dan-Octavian C?tan?

?? People & Culture Business Partner ??Lifelong Learner ? Member of IAF Romania
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?I think one of the most important elements is the celebration of success ??. ?Acknowledge and celebrate team members' contributions, both big and small. This shows appreciation for their effort and reinforces the value of speaking up and sharing ideas.

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2 Create a safe space

During the meeting, foster a culture of respect, openness, and curiosity. Make sure everyone has a chance to speak, listen actively, and acknowledge their contributions. Avoid interrupting, criticizing, or dismissing anyone's ideas or opinions. Instead, ask clarifying questions, provide constructive feedback, and build on their points. If you notice someone is quiet or hesitant, invite them to share their thoughts or ask for their perspective. Show them that you value their input and that they have something to offer.

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Christina Tellsten de Nú?ez

Corporate English Communication Expert | Executive Language Consultant | Professional English - Reality Based | Second Language Acquisition Specialist
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This is such an important aspect, especially because silence is way too common. That silence can mean many things: shyness, aggressiveness, unhappiness, fear... Instead of guessing, make it clear that all opinions are welcome and that you actually need everyone's input. There are no wrong suggestions. And silence is not an option. Taking this path needs a leader who can handle, in real time, possible conflicts and who is not afraid of critique. If you feel you're not quite there yet, just take notice of the silent participants and get their opinions over a coffee. Creating a safe space takes time.

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3 Provide positive reinforcement

After the meeting, follow up with team members and thank them for their participation. Recognize their efforts, highlight their strengths, and appreciate their insights. Give them specific and sincere praise for what they said or did that was helpful, useful, or impactful. Also, ask them for their feedback on the meeting and how they felt about it. Listen to their suggestions and implement them if possible. This will boost their confidence, motivation, and engagement for future meetings.

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Sunil Roy

Passionate Leadership Promoter I Leadership Coach | CEO @ Raveleja
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Actively acknowledge and appreciate team members' contributions during meetings. Public recognition reinforces the value of their input and encourages others to share their thoughts. Create a culture of positive feedback. When team members feel that their ideas are valued, they are more likely to speak up. Emphasize the impact of their contributions on team goals. Celebrate diverse perspectives and ideas. Highlight the importance of different viewpoints in fostering innovation and problem-solving. This encourages team members to share their unique insights.

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4 Encourage peer support

Between meetings, cultivate a sense of camaraderie and solidarity among team members. Encourage them to communicate, collaborate, and support each other on their tasks and projects. Create opportunities for them to interact, socialize, and bond with each other. For example, you can organize informal chats, virtual coffee breaks, or fun activities. This will help them develop trust, rapport, and friendship with each other. They will feel more comfortable and less isolated when they speak up during meetings.

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5 Model the behavior

As a team leader or member, you can set an example for others by speaking up yourself during meetings. Share your ideas, opinions, and feedback with enthusiasm, clarity, and respect. Demonstrate how to ask questions, give feedback, and receive feedback. Show your vulnerability, humility, and willingness to learn from others. Also, admit your mistakes, apologize when necessary, and celebrate your successes. This will inspire others to do the same and create a more positive and productive meeting culture.

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Sunil Roy

Passionate Leadership Promoter I Leadership Coach | CEO @ Raveleja
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As the leader you need to demonstrate active participation in meetings. Engage in discussions, ask questions, and share your thoughts openly. Modeling the behavior you wish to see creates a norm of active communication within the team. Create a non-Judgmental environment with the belief that no Idea is "Wrong": Emphasize that all ideas are welcome and that there are no "wrong" contributions. This creates a non-judgmental environment where team members feel comfortable expressing their opinions without fear of criticism. Use inclusive language that invites participation. Avoid dominating discussions and ensure that everyone has an opportunity to express their thoughts.

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Christina Tellsten de Nú?ez

Corporate English Communication Expert | Executive Language Consultant | Professional English - Reality Based | Second Language Acquisition Specialist
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Absolutely agree. Feedback loops are crucial and leading by example is not a choice but a necessity. Some cultures tend to translate "feedback" into "critique". If this is the case, use another wording that is more in line with a sincere dialogue. A team leader who doesn't speak up is the wrong person in the wrong place. Which doesn't mean that there's anything wrong with the person, they just shine in another role or environment.

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6 Keep improving

Finally, remember that helping team members feel comfortable speaking up during meetings is an ongoing process that requires constant attention and improvement. Monitor the progress and performance of your team, solicit feedback from team members and stakeholders, and measure the impact of your actions. Identify what works well and what needs to be changed or improved. Adjust your strategies and tactics accordingly and keep experimenting with new ideas. This will help you create a more effective and enjoyable meeting experience for everyone.

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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 help team members feel comfortable speaking up during meetings?

1

2

3

4

5

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7

1 Set clear expectations

2 Create a safe space

3 Provide positive reinforcement

4 Encourage peer support

5 Model the behavior

6 Keep improving

7 Here’s what else to consider

Teamwork

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How can you help team members feel comfortable speaking up during meetings?

1

2

3

4

5

6

7

1 Set clear expectations

2 Create a safe space

3 Provide positive reinforcement

4 Encourage peer support

5 Model the behavior

6 Keep improving

7 Here’s what else to consider

Teamwork

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感谢您的反馈

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