Effective Team Meetings

As we enter 2024, remember how tempting it is to pay attention to the loud, confident voices in our lives (in meetings, in teams, in families, in society). However, the deep thinkers who hold back often have the key you need to unlock our problems and move things forward. It’s not just a question of listening, it’s listening for the right things from the right people. It's not that I am picking on loud people. I am not saying, for example, that people who talk more, who are more extroverted, don't ever have the answers. Of course, they do. The thing is, when people who talk more (or more confidently, or more smoothly, or more openly) have the answer, people already know about it because it's already being expressed. Nor am I saying that everyone who is quiet has the answer. It's obviously true that someone who is not speaking may not have the answer. The thing is, when people don't talk as much (or as confidently, or as smoothly, or as openly) but they have the answer, people won't know because it isn't being expressed. It takes a particular approach to facilitation, to team dynamics, to creating team rules and expectations to make sure the best ideas win out. Here are a few ways to do this: 1. Frame the decision to be made: what the decision is, why it matters, how the decision will be made 2. Send it in advance along with the ask that each person comes prepared to share their POV with data to support it 3. Ask people to write down answers before talking i.e. a write-storm before they brainstorm 4. Set rules of the road: an obligation to speak up, a culture of listening, a rule of not dominating, and a commitment to support the decision once it’s been made 5. Facilitate the conversation: ask for quiet voices to speak up 6. Have louder voices restate what others have said before jumping in with their own opinions 7. Nobody speaks twice until everyone has spoken once 8. Divide up the group into subgroups to solve the problem separately and come together to share their different ideas 9. Ask people to switch sides and argue against their own position #listenright #decipher #discern Effortless https://lnkd.in/gizMz9U Essentialism https://lnkd.in/g82e5uGK Podcast https://lnkd.in/eaDjxm6M

Meetings shouldn’t drain your team. They should drive momentum. If that’s not happening, it could be time to review. I’ve been thinking about what makes some meetings energizing… While others feel like watching paint dry. It’s not the agenda. Not the room. Not the tech, or even perfect timing. I think it’s what people walk away with that matters: • Do they leave feeling heard, or overlooked? • Clear on priorities, or more confused than ever? • Energized about what’s ahead, or dreading what’s next? Great meetings don’t just share updates. ✅ They build trust. ✅ They create clarity. ✅ They move things forward. Here are 5 types I use with my team to keep our meetings working for us, not against us: 1. Weekly Team Syncs → Simple and fast → Green, yellow, red status updates → Reds followed up within 24 hours ⏱️ 30 minutes max 2. Monthly One-on-Ones → When people feel seen, performance follows → Talk growth, not just deliverables → Let them set the agenda ⏱️ 45–60 minutes per person 3. Monthly All-Hands → Keep everyone rowing in the same direction → Share wins and failures → Always end with what’s next ⏱️ 60 minutes 4. Quarterly Strategy Sessions → Reflection fuels clarity and growth → Teams present their own results → Set commitments, not just assignments ⏱️ 2–3 hours 5. Annual Culture Touchpoints For us? It’s our annual holiday party, always during work hours. → Memories matter more than metrics → Mix departments intentionally → Build belonging, not burnout ⏱️ Half-day People tolerate ineffective meetings because they think that’s just how work works. But show them what a great meeting feels like? It can create change. Your team start: → Expecting more. → Asking better questions. → Bringing more energy. A well-run meeting is more than a productivity tool. It’s a culture-building moment. Design them like they matter — Because they do. ♻️ If this resonates, repost for your network. 📌 Follow Amy Gibson for more leadership insights.

Stop wasting meetings! Too many meetings leave people unheard, disengaged, or overwhelmed. The best teams know that inclusion isn’t accidental—it’s designed. 🔹 Here are 6 simple but powerful practices to transform your meetings: 💡 Silent Brainstorm Before discussion begins, have participants write down their ideas privately (on sticky notes, a shared document, or an online board). This prevents groupthink, ensures introverted team members have space to contribute, and brings out more original ideas. 💡 Perspective Swap Assign participants a different stakeholder’s viewpoint (e.g., a customer, a frontline employee, or an opposing team). Challenge them to argue from that perspective, helping teams step outside their biases and build empathy-driven solutions. 💡 Pause and Reflect Instead of jumping into responses, introduce intentional pauses in the discussion. Give people 30-60 seconds of silence before answering a question or making a decision. This allows for deeper thinking, more thoughtful contributions, and space for those who need time to process. 💡 Step Up/Step Back Before starting, set an expectation: those who usually talk a lot should "step back," and quieter voices should "step up." You can track participation or invite people directly, helping create a more balanced conversation. 💡 What’s Missing? At the end of the discussion, ask: "Whose perspective have we not considered?" This simple question challenges blind spots, uncovers overlooked insights, and reinforces the importance of diverse viewpoints in decision-making. 💡 Constructive Dissent Voting Instead of just asking for agreement, give participants colored cards or digital indicators to show their stance: 🟢 Green – I fully agree 🟡 Yellow – I have concerns/questions 🔴 Red – I disagree Focus discussion on yellow and red responses, ensuring that dissenting voices are explored rather than silenced. This builds a culture where challenging ideas is seen as valuable, not risky. Which one would you like to try in your next meeting?  Let me know in the comments! 🔔 Follow me to learn more about building inclusive, high-performing teams. __________________________ 🌟 Hi there! I’m Susanna, an accredited Fearless Organization Scan Practitioner with 10+ years of experience in workplace inclusion. I help companies build inclusive cultures where diverse, high-performing teams thrive with psychological safety. Let’s unlock your team’s full potential together!

Too many teams leave their best ideas in the hallway after the meeting. You’ve been there. So have I. The meeting ends, and suddenly two people peel off, finally saying what they really think because the room didn’t feel safe enough, or small enough, or structured enough to surface the real conversation. This is where one of our most effective and underutilized High Return Practices comes in, what we call the Power of Three. Here’s how it works: Next time you're in a group meeting, whether it’s 5 people or 50, pause before opening the floor to broad discussion. Instead, break the group into trios for 5–8 minutes. Give each group one key issue or prompt to wrestle with. The purpose of this is to create psychological safety in small pods, so that truth has a better shot at surfacing. Why it works: In smaller groups, people self-edit less and speak more honestly. The act of writing down insights reinforces accountability and commitment. When trios share back to the whole team, they’re less likely to dilute or dodge hard truths because their pod is counting on them to carry the message. Here’s your quick-start guide: Step 1: Choose one key issue that requires input or debate. Step 2: Break the full group into triads (in person or virtually). Step 3: Give 5–8 minutes for open discussion. Prompt candor. Step 4: Ask each group to share one key insight or unresolved tension. Step 5: Capture it in a shared doc so the truth isn’t lost. In Never Lead Alone, we call these HRPs, High Return Practices. Not because they sound smart, but because they help teams operate smarter, faster, and with more courage. Try it this week. One agenda item. Three people. Eight minutes. It could be the difference between alignment and assumption.

"I’m not up to the mark today." I remember saying these words to my team during a check-in process I followed as a leader. It was simple. I’d start meetings by openly sharing how I was feeling that day and ask about others’. It could be: “I’m feeling a bit low today, so I might need extra support with decisions.” Or “I’m energized and ready to tackle challenges—how’s everyone else feeling?” What happened next was nothing short of transformative. 1️⃣ Listening improved: When someone shared their feelings, others naturally became more understanding and empathetic. If one teammate complained later in the day, others wouldn’t take it personally — they knew something was deeper going on. 2️⃣ Bonding deepened: These check-ins weren’t just about work. They created moments of connection, where everyone got to know what was happening with their colleagues in real-time. 3️⃣ Leadership emerged: When I admitted I wasn’t feeling 100%, it opened the floor for others to step up. They made decisions, shared their ideas, and supported each other which helped them grow as leaders themselves. When I shared this check-in process at a recent HR roundtable discussion, the response was overwhelming. One HR leader said, “We’re going to start asking our leaders to do this. It’s such a beautiful process.” Others echoed this, telling me they’d incorporate it immediately into their team culture. Seeing so many people reciprocating with this idea clearly show how expressing vulnerability isn’t a weakness in leadership — it’s a superpower. It builds trust, strengthens teams, and fosters a culture where everyone feels heard and valued. So the next time you lead a meeting, try it. Start with, “Here’s how I’m feeling today. How about you?” You might be surprised at the shift it creates.

Just 6 months into it, I almost quit my job Had just become a PM (my dream job) Had already released my first feature Was owning a critical product But, I kept feeling I "sucked" at it. Every "conversation" I had turned into an ugly "argument" And I could never win. Forget winning, I couldn't even get my point across. What happened next? I learned how to tackle tough conversations. It took a long time, but it was worth the time and energy. These are the 5 things that help me tackle every conversation like a pro, especially the tough ones. First, let's understand what is a tough conversation: Any conversation that has one or more of these characteristics: - requires a critical decision or agreement - where most people have strong opinions - and most of these opinions are differing These conversations are TOUGH because: in most of them, people become emotional, frustrated, or angry. (I know this because I've felt all of those) Once that happens, there is no way the conversation will lead to a productive outcome: So, here is what I do (and you should too) to win tough conversations 1. 𝗪𝗲'𝗿𝗲 𝗮𝗹𝗹 𝗶𝗻 𝘁𝗵𝗲 𝘀𝗮𝗺𝗲 𝘁𝗲𝗮𝗺 a) Remind the group:WE'RE IN THE SAME TEAM b) Remind them of goal. c) Have a clear plan for the meeting:     - this is the PROBLEM     - why we're the best people to solve it     - solving the problem >> winning the argument 2. 𝗖𝗿𝗲𝗮𝘁𝗲 𝗮 𝘀𝗮𝗳𝗲 𝗲𝗻𝘃𝗶𝗿𝗼𝗻𝗺𝗲𝗻𝘁: Make everyone feel it's safe to share opinions. • It's OK if opinions do not match • It's still OK if some are controversial • It's OK as long as everyone: feels safe to share without fear AND respects each other (Then repeat step 1) 3. 𝗖𝗼𝗻𝘁𝗿𝗼𝗹 𝗬𝗼𝘂𝗿 𝗘𝗺𝗼𝘁𝗶𝗼𝗻𝘀 We've all been there - in situations where we react emotionally. Only to regret it later. In tough conversations, control emotions. Remind yourself - it's imp to reach a conclusion. With emotions in control, you will be: - logical - honest - open to listening 4. 𝗟𝗶𝘀𝘁𝗲𝗻 & 𝗦𝗵𝗼𝘄 𝗘𝗺𝗽𝗮𝘁𝗵𝘆 Enter each conversation with an open mind. Focus on listening and UNDERSTANDING others Don't listen to respond. Listen to understand. Respond. Not react. That doesn't mean you don't say what you have to. It means you still say it, but with listening and empathy. 5. 𝗙𝗼𝗰𝘂𝘀 𝗼𝗻 𝘆𝗼𝘂𝗿𝘀𝗲𝗹𝗳 𝗮𝗻𝗱 𝗹𝗲𝗮𝗿𝗻 𝘁𝗼 𝗴𝗲𝘁 𝗯𝗲𝘁𝘁𝗲𝗿 It's easy to think that others need to improve their communication. But if you think logically, YOU also NEED TO CHANGE (and IMPROVE). Identify all the things you could do better next time. And then do them. ----------------------------------------------------- Let me know if you relate to such situations, and how do you tackle them?

Meetings aren’t for updates - they’re where your culture is being built… or broken. Meetings are key moments where distributed team members experience culture together. That makes every meeting a high-stakes opportunity. Yet most teams stay in default mode - using meetings for project updates instead of connection, ideation, debate, and culture-building. 3 ways to reduce meetings and make the remaining ones count… 1. Co-create a Team Working Agreement. Before you can reinforce values, your team needs to define them. I’ve spent hundreds of hours helping teams do this - and have seen measurable gains in team effectiveness. Key components: - Shared team goals - Defining team member roles - Agreed-upon behaviors - Communication norms (sync vs. async) 2. Begin meetings with a connection moment. Relationships fuel trust and collaboration. Kick things off with a check-in like: “What gave you energy this week?” Or tailor it to the topic. In a recent meeting on decision-making norms, we asked: “Speed or certainty - which do you value more when making decisions, and why?” 3. Make team values part of the agenda. Create a ritual to recognize teammates for demonstrating team behaviors. Ask the question: “Where did we see our values or team agreements show up this week?” And check in on where could the team have done better. Culture doesn’t happen by accident - especially when your teams are spread across time zones, WFH setups, and multiple office sites. Your meetings can become a powerful tool to build culture with intention.

🤐 "Dead Air" on Zoom? It’s Not Disengagement — It’s Cultural. 🌏 Your global team is brilliant, but meetings are met with silence. You ask for input, and… nothing. It’s not that they don’t care. It’s cultural. In many cultures, challenging a leader publicly can feel disrespectful. Speaking up might risk "losing face." So, instead of collaboration, you get cautious nods, and critical ideas die quietly. 💥 The cost? Missed feedback, hidden conflicts, derailed timelines, and talent feeling unseen and unheard. But it doesn’t have to be this way. 🚀 Here’s how to encourage real participation and build trust across cultures — starting today. 1️⃣ Invite opinions privately first. Many cultures value privacy and may hesitate to disagree publicly. Before the meeting, send out an agenda and ask for input by email or private chat. This gives team members time to reflect and feel safer sharing. 2️⃣ Create "round robin" sharing moments. During the call, explicitly invite each person to share, one by one. Use phrases like: "I’d love to hear a quick insight from everyone, no wrong answers." This reduces the fear of interrupting or "stepping out of line." 3️⃣ Model vulnerability as a leader. Share your own uncertainties or challenges first. For example: "I’m not sure this is the best approach — I’d really value your perspective." When you show it’s safe to be open, your team will follow. 4️⃣ Acknowledge and validate contributions publicly. After someone shares, affirm them clearly. For example: "Thank you for that perspective — it really helps us see this from a new angle." This builds psychological safety and encourages future participation. 5️⃣ Use cultural "mirroring" techniques. Mirror verbal and non-verbal cues appropriate to different cultures (e.g., nodding, using supportive phrases). Show respect for varying communication styles instead of forcing a "one-size-fits-all" dynamic. ✨Imagine meetings where every voice is heard and your team’s full potential is unlocked. Ready to stop the silence and turn diversity into your superpower? #CulturalCompetence #GlobalLeadership #InclusiveTeams #PsychologicalSafety #CrossCulturalCommunication 

The hardest steps at work... Not to the printer room. Not up the stairs to the office. It's the steps to someone's desk when you need to have that difficult conversation. Want to make those steps easier? Here's what I've learned: 1. Timing is everything ❌ Don't give feedback: - Right before important meetings - When someone is hungry - When emotions are high - In public spaces ✅ Choose moments when: - There's time to talk - Basic needs are met - You're both calm - Privacy is assured 2. The delivery matters Start with: "I'd like to share something, is this a good time?" Then use the magic formula: "When [situation], I noticed [observation], and it made me feel [impact]. Because for me it is very important to [need], Do you think next time we could try this instead... [collaborative request]" 3. Remember ⤵️ - You can't control their reaction - You can only control your delivery (tone of voice and body language matter) - Your feedback might be the awareness they need - Change is their choice, not your responsibility 4. Set the right mindset: - Acknowledge your own imperfection - Be open to their perspective - Listen more than you speak - Focus on growth, not blame 🛑 Most people don't resist feedback. They resist feeling judged. Your role is not to fix them. It's to create a safe space where truth can be spoken and understanding can flourish. 🚧 Because at the end of the day: We're all works in progress, learning and growing together. P.S.: What's your best tip for handling difficult conversations? #Leadership #Communication #PersonalGrowth #WorkplaceCulture #FeedbackCulture