Should that meeting have been an email?

Time is our most precious resource. Yet, we find ourselves trapped in meetings that seem to drag on endlessly, leaving us wondering if the same information could have been conveyed more efficiently through a simple email. This article delves into the delicate balance between collaborative discussions and unnecessary gatherings, exploring how to maximize our time and our team's energy. As we navigate the complexities of workplace communication, we'll examine the key factors determining whether a meeting is necessary or if an email would suffice.

Meetings are a ubiquitous part of our work lives and they can often devolve into unproductive time-sinks that leave participants frustrated and disengaged. As a leader who has navigated countless effective and ineffective meetings, I've come to recognize psychological safety's critical role in transforming these gatherings from productivity sinks into collaboration and innovation.

Let's explore the concept of psychological safety in team meetings and how it can amplify the way your team interacts, shares ideas, and solves problems. Whether you're a seasoned executive or a new team leader, the insights and strategies shared here will help you create an environment where every voice is heard, every idea is valued, and every meeting becomes an opportunity for growth and progress.

So, if you've ever found yourself dreading yet another unproductive meeting or wondering how to unleash your team's true potential, read on. Transform your meetings into catalysts for success.

What do we mean by psychological safety in meetings? It's about creating an environment where team members feel genuinely safe speaking up, sharing ideas, asking questions, and even making mistakes.

Why would psychological safety be critical for productive team meetings? When we cultivate safety, we send a powerful message: "Your voice matters. Your ideas are valuable. You are an essential part of this team." This validation is at the core of innovative thinking and collaborative problem-solving. It tells people it's okay to take risks, challenge the status quo, and bring themselves to the table.

How can we foster psychological safety in our team meetings? Set the tone from the start. Begin meetings by explicitly stating that all ideas and perspectives are welcome. Your opening should allude to, "We're here to learn from each other and find the best solutions together."

Encourage everyone's participation. Actively seek input from team members and ensure they are engaged participants in the meeting. Distraction is the thief of involvement, and digital meetings are an accessible space to "pretend" to pay attention.

Practice active listening. Give your full attention to whoever is speaking. Through your body language and responses, demonstrate that you value their input.

Respond to ideas and questions by mirroring what was said. Even if an idea isn't feasible, acknowledge the thought behind it. You might say, "That's an interesting perspective. Let's explore that further."

Address negativity promptly. If someone dismisses or belittles another's contribution, address it immediately but tactfully. Reinforce the importance of respect and open-mindedness.

Embrace healthy disagreement. Frame differences of opinion as opportunities for learning and growth, not as conflicts to be avoided.

Share your uncertainties or mistakes. Leading by example shows vulnerability is accepted and even valuable.

Create structured sharing opportunities. Use techniques like round-robin sharing or breakout discussions to ensure everyone has a chance to contribute.

Acknowledge and appreciate contributions. Regularly highlight how team members' input has positively impacted decisions or outcomes.

Follow up on ideas. If someone shares an idea that isn't immediately acted upon, get back to it later, showing that all contributions are valued and considered.

Now, here's the crucial part: consistency. Creating psychological safety isn't a one-time effort. It must be reinforced in every interaction, every meeting, every day.

When leaders consistently foster psychological safety, they set an example. It shows that we value diverse perspectives, are fearless in tackling complex issues, and believe that our collective intelligence is greater than any one individual's.

I challenge you to focus on creating psychological safety in your next few team meetings. Pay attention to who speaks up, how ideas are received, and how comfortable people are when they share their thoughts. Then, make a conscious effort to improve the safety of your meeting environment.

Psychological safety in meetings is a strategic tool for maximizing your team's potential. When people feel safe expressing themselves, innovation flourishes, problems can be addressed effectively, and the team becomes more than the sum of its parts (1+1=5).

When we create safe spaces for collaboration, we break down silos, build trust, and tap into the diverse expertise of our entire team. With that, we lay the foundation for a workplace empowered to put forth the best ideas and efforts.

Can we commit to fostering psychological safety in our meetings? Ultimately, the productivity and success of our teams depend not just on what we discuss but also on how safe and empowered each member feels to participate fully. When we consistently create this safety, we unlock our teams' full potential and pave the way for breakthrough innovations and solutions.

Without psychological safety, you might just cancel the meeting and send directives via email, as that would be more productive than ignoring your team members' real-time contributions and diminishing their value.