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How can you lead team meetings that include everyone?

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Team meetings are essential for collaboration, communication, and alignment, but they can also be challenging to lead effectively, especially when you have a diverse and distributed team. How can you ensure that everyone feels included, heard, and valued in your team meetings? Here are some tips to help you lead team meetings that include everyone.

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Nicholas Schmidt

Senior Director at UW Health Care Direct
Sarabjeet Sachar

Transforming Careers And Shaping Success Stories For 40+ Years l Founder & CEO, Aspiration l Career Development &…
Alexander Appadurai (PIEMA REnvP AlMechE)

Sustainability Environmental/QA Engineer|Certified Net Zero Consultant|Lean Six Sigma Green Belt|

1 Set clear goals and agendas

Before you schedule a team meeting, make sure you have a clear purpose and a realistic agenda. Share them with your team in advance and ask for their input and feedback. This way, you can avoid unnecessary or irrelevant meetings, and you can also give your team members a chance to prepare and contribute. Having clear goals and agendas will also help you keep your meetings focused and on track.

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Nicholas Schmidt

Senior Director at UW Health Care Direct
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This is a good advice. I'd add that you should clarify your objectives ahead of the meeting and then restate them at the top of the meeting. Always ask you counterparts what they're hoping to accomplish with the time. When you get this out on the table early, you can be more confident that time will be spent on issues that matter to everyone.

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2 Use inclusive language and practices

When you lead a team meeting, pay attention to the language and practices you use. Avoid jargon, acronyms, or slang that might confuse or exclude some of your team members. Use gender-neutral and respectful terms, and acknowledge the different backgrounds, perspectives, and experiences of your team. Also, use inclusive practices such as asking for consent, checking for understanding, and inviting feedback. For example, you can ask your team if they are comfortable with the meeting time, if they have any questions or concerns, and if they have any suggestions or ideas.

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3 Encourage participation and engagement

One of the main challenges of leading team meetings is ensuring that everyone participates and engages in the discussion. To do this, you need to create a safe and supportive environment where your team members feel comfortable to share their thoughts and opinions. You can use various techniques to encourage participation and engagement, such as icebreakers, polls, quizzes, breakout rooms, and brainstorming sessions. You can also use positive reinforcement, such as praising, thanking, and acknowledging your team members for their contributions.

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Nicholas Schmidt

Senior Director at UW Health Care Direct
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Speak up if others are not being heard. There's nothing wrong with reiterating a point or position that needs more consideration, but attribute to the person that said it first. If the group tolerates someone getting credit for another's ideas, it will engender distrust and isolation.

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Sarabjeet Sachar

Transforming Careers And Shaping Success Stories For 40+ Years l Founder & CEO, Aspiration l Career Development & Leadership Coach l Delivered 10000+ Interviews
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Brainstorming is an effective way I have found to get all team members involved and motivated. Throw open a problem that the department is facing, can be an improvement in process, strategy and so on. Let each team member give his/her contribution of how to handle the problem. Then keep making a note of each one's contribution and the steer the inputs towards the goal that you are set out to achieve. And in the end summarise and explain what as a team all are expected to do.

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4 Balance speaking and listening

Another challenge of leading team meetings is balancing speaking and listening. You want to avoid dominating the conversation or letting one or a few team members monopolize the airtime. You also want to avoid interrupting, talking over, or dismissing your team members. Instead, you want to practice active listening, which means paying attention, showing interest, asking questions, and summarizing what you heard. You also want to facilitate equal and respectful dialogue, which means giving everyone a chance to speak, using turn-taking cues, and managing conflicts constructively.

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5 Follow up and follow through

The last tip for leading team meetings that include everyone is to follow up and follow through. After the meeting, you should send a summary of the key points, action items, and next steps to your team. You should also solicit feedback on the meeting format, content, and outcomes, and use it to improve your future meetings. Moreover, you should follow through on your commitments and expectations, and hold your team members accountable for theirs. This will show your team that you value their time, input, and work, and that you are serious about achieving your goals.

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Nicholas Schmidt

Senior Director at UW Health Care Direct
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Good service is good execution. It does not matter how nice or cheerful you are in the meeting if you're not doing your part. When you commit to getting something done, you're making a promise. Whether it's implicit or explicit, it's a promise. And your colleagues will contribute to your reputation based on whether you keep your promises.

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6 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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Alexander Appadurai (PIEMA REnvP AlMechE)

Sustainability Environmental/QA Engineer|Certified Net Zero Consultant|Lean Six Sigma Green Belt|
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Three key things must be followed to make everyone part of the meetings. 1. Most importantly, if there are action items, write them down and agree to them in the meeting. Send the notes after the meeting. 2. Always assign a responsible person for each task and a due date, or it won't be completed. 3. You can keep a tab on the Excel spreadsheet to monitor, report and successfully deliver all these action items!

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Flávyo Rydval

CxO | Sales & Alliances Executive | Associate Director | Lifelong Learner | Advisory Board Member | LinkedIn Top Networking Voice
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Leading inclusive team meetings is vital for collaboration and embracing diverse perspectives. Prioritize clear goals, inclusive language, engagement, and balanced communication. In today's digital landscape, leveraging technology to connect global teams and adopting comprehensive approaches is crucial. Create a secure environment for contributions, harness collective wisdom, and achieve better results. Success depends on the leader's commitment to transparent communication, respect, and active involvement. This enhances efficiency and camaraderie among team members.

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Varun Jaggi

Certified L&D Specialist | Instructional Designer & Learning Experience Designer | Global E-learning specialist | CX Performance Coaching Expert | Trainer, Facilitator & Talent Development Professional
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Interesting read. As a leader another point to consider is to keep interrupting in case of groupthink. Without directly interrupting and pin pointing, if the discussion can be redirected every now and then, it can make a big difference to the quality of the meeting. Thanks

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How can you lead team meetings that include everyone?

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3

4

5

6

1 Set clear goals and agendas

2 Use inclusive language and practices

3 Encourage participation and engagement

4 Balance speaking and listening

5 Follow up and follow through

6 Here’s what else to consider

Team Building

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How can you lead team meetings that include everyone?

1

2

3

4

5

6

1 Set clear goals and agendas

2 Use inclusive language and practices

3 Encourage participation and engagement

4 Balance speaking and listening

5 Follow up and follow through

6 Here’s what else to consider

Team Building

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