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Last updated on 2024年8月18日

How do you foster a sense of psychological safety in virtual meetings to encourage open communication?

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Creating a psychologically safe environment in virtual meetings is crucial for fostering open communication. Emotional intelligence plays a key role in achieving this, as it involves understanding and managing your own emotions and those of others. In a virtual setting, where non-verbal cues are less apparent, it becomes even more important to actively cultivate a space where participants feel comfortable sharing their thoughts and feelings. This article will explore practical strategies that can help you promote psychological safety in your online meetings, ensuring that every voice can be heard, and every opinion valued.

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Patricia Maria Neia Tavares

GM’s Top 100 Women’s Leaders , Country Director @ K2 Corporate Mobility, Brazil Talks and Latam Talks. Global Mobility…
Julia M?nnighoff ?? ??

Leaders and teams in Automotive & Industrial—stronger together, from Berlin to Beijing
Gurbani Kaur (Bani K)

Psychologist. Creator. Writer.

1 Set Norms

Establishing clear norms is the foundation for psychological safety in virtual meetings. Begin by setting the expectation that all voices are important and deserve to be heard. Encourage participants to listen actively and respect differing viewpoints. It's also helpful to establish guidelines for how to disagree constructively and remind attendees that it's okay to admit when they don't have all the answers. By creating a shared understanding of how the meeting will operate, you can reduce anxiety and make it easier for participants to engage openly.

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Patricia Maria Neia Tavares

GM’s Top 100 Women’s Leaders , Country Director @ K2 Corporate Mobility, Brazil Talks and Latam Talks. Global Mobility is my passion! Mentor for women at IVG
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Encourage all participants to open their cameras as that helps to avoid multi tasking. Make sure everyone has an opportunity to express themselves and without being “picky” call out those that are normally quiet. Ask questions or make comments when others talk, that can incentivate particpanta to also share theis opinion.

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2 Be Inclusive

Inclusivity is paramount in virtual meetings. Make sure to give everyone the opportunity to contribute, perhaps by calling on people directly or using round-robin sharing. Pay attention to who is speaking and who is not, and encourage quieter members to offer their insights. Remember, some individuals may feel less comfortable speaking up, so consider using chat features or polls to allow for different modes of communication. By valuing each person's input, you help to build confidence and trust within the group.

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Julia M?nnighoff ?? ??

Leaders and teams in Automotive & Industrial—stronger together, from Berlin to Beijing
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Using breakout rooms lets quieter team members share their thoughts in a more comfortable, low-pressure setting. Rotating who leads the meeting also boosts involvement, making sure everyone’s voice shapes the meeting and keeps things inclusive.

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Patricia Maria Neia Tavares

GM’s Top 100 Women’s Leaders , Country Director @ K2 Corporate Mobility, Brazil Talks and Latam Talks. Global Mobility is my passion! Mentor for women at IVG
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Prepare the agenda before the meeting and ask members to talk about each item. Don’t dominate the meeting having others share their thoughts. Ask around making sure that everyone has a chance to talk.

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3 Show Empathy

Empathy is the emotional glue that holds a psychologically safe space together. In virtual meetings, you must work harder to convey empathy due to the lack of physical presence. Use verbal affirmations and actively acknowledge the feelings and perspectives of participants. If someone shares a challenging idea or personal experience, respond with understanding and support. This not only validates their contribution but also signals to others that their openness is appreciated.

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Gurbani Kaur (Bani K)

Psychologist. Creator. Writer.
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Practicing active listening and acknowledging each other's feelings helps foster an environment where everyone feels valued. - By being fully present and free from distractions, you can set the stage for building a supportive space. - Sharing your own experiences and vulnerabilities makes it clear that mistakes are learning opportunities, not failures. - Use inclusive language, ask open-ended questions, and offer thoughtful responses. When people feel understood and respected, they’re more likely to contribute openly, leading to richer, more authentic communication.

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4 Encourage Risk-Taking

Encouraging risk-taking is essential for innovation and growth. In virtual meetings, you can foster this by celebrating attempts to contribute, even if they don't lead to success. Normalize the idea of failure as a learning opportunity and highlight the value of bringing new ideas to the table. When participants feel safe to take risks without fear of ridicule or harsh judgment, they are more likely to share original thoughts and solutions.

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Zaimah Khan

ICF ACC | GCSC | Author | Keynote Speaker | Trainer I Facilitator | Organization Development Specialist
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As a facilitator, model vulnerability by sharing your own experiences of trial and error. By normalizing your own mistakes, you signal to others that it’s okay to take risks and that failure is part of the learning process. Have an open and inclusive culture, make it clear that all ideas are welcome and that the purpose of the meeting is to collaborate and learn together. When an idea doesn’t work out, use it as a learning opportunity. Discuss what was gained from the attempt and how it can inform future decisions. Use tools like surveys or anonymous polling to gather feedback and ideas before or during the meeting so that everyone’s voice is heard, even if they’re not comfortable speaking up directly.

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5 Provide Structure

A well-structured meeting can significantly enhance psychological safety. Use clear agendas and objectives so participants know what to expect and can prepare accordingly. Time management is also critical; ensure that discussions don't overrun and that there is enough space for everyone to contribute. Consider also having regular check-ins or breaks, especially in longer sessions, to maintain engagement and prevent fatigue. A structured approach minimizes uncertainty and helps create a more secure environment for open dialogue.

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6 Follow Up

Following up after meetings reinforces the importance of psychological safety and the contributions made by participants. Send out a summary of key points discussed, highlighting contributions and thanking everyone for their input. If action items were agreed upon, provide updates on progress. This not only keeps everyone informed but also shows that their participation has a meaningful impact. Regular follow-ups can strengthen relationships and trust among team members, encouraging continuous open communication.

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How do you foster a sense of psychological safety in virtual meetings to encourage open communication?

1

2

3

4

5

6

1 Set Norms

2 Be Inclusive

3 Show Empathy

4 Encourage Risk-Taking

5 Provide Structure

6 Follow Up

Emotional Intelligence

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How do you foster a sense of psychological safety in virtual meetings to encourage open communication?

1

2

3

4

5

6

1 Set Norms

2 Be Inclusive

3 Show Empathy

4 Encourage Risk-Taking

5 Provide Structure

6 Follow Up

Emotional Intelligence

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感谢您的反馈

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