Tips for Supporting Quiet Team Members

Earlier this year, I facilitated a strategy session where one person’s voice dominated while quiet team members retreated into their shells. Halfway through, I paused, put everyone into small groups, and gave them roles to pick up. Here's how it works: 1️⃣ Assign Roles: Each small group had a Questioner, Connector, and Synthesizer. - Questioner: Probes deeper and asks clarifying, “why?” and “how?” questions. - Connector: Links ideas across people, points out overlaps and sparks “aha” moments. - Synthesizer: Distills discussion into concise insights and next-step recommendations. 2️⃣ Clarify Focus: Groups tackled one critical topic (e.g., “How might we streamline on-boarding?”) for 10 minutes. 3️⃣ Reconvene & Share: Each group’s Synthesizer distilled insights in 60 seconds. The result? Silent participants suddenly spoke up, ideas flowed more freely, and we landed on three actionable priorities in our timebox. Next time you sense a lull in your meeting/session/workshop, try role-based breakouts. #Facilitation #Breakouts #TeamEngagement #ActiveParticipation Sutey Coaching & Consulting --------------------------------------------- ☕ Curious to dive deeper? Let’s connect. https://lnkd.in/gGJjcffw

I think being an introvert is one of my greatest strengths. And, as a leader, it's important to me that we make space for introverts to succeed in their own way in the workplace by not placing extrovert expectations upon them. Too often, introverts are perceived as "too quiet" or aloof. They're told they aren't "speaking up." They hear feedback that they aren't expressing how they "feel" about specific situations or issues. Or, they are perceived as disconnected because they choose not to engage in social activities that are not related to the work. These misperceptions and misunderstandings of introverts absolutely impact their career success. Throughout my career, I've received negative feedback when I've chosen to not go to the company Happy Hour or when I've not passionately shared my perspective or feelings in a meeting. If you are a leader, consider of how you can engage your introverted staff without extroverted expectations. Here are a few examples: 1. Send brainstorming prompts to the team in advance to allow people who prefer to ponder ideas before sharing them. 2. Play to their strengths. Introverts often excel at tasks that require thoughtful analysis, deep work and written communication. 3. Encourage "deep work" blocks and help them decide if there are meetings they are not required to attend. Nothing is more draining to an introvert than 8 straight hours of meetings. 4. Listen. This is one of the easiest ways to show you value their opinion and to encourage them to share their thoughts in the future. 5. Communicate how you will facilitate discussions in meetings by using agendas that are shared in advance. This helps team members feel more prepared because they can anticipate where they will be participating in the meeting. This is much better than "calling on" someone at random. 6. Make it clear that social activities are completely optional and keep icebreakers simple. What advice do you have for ensuring you are not biased against introverts?

Quieter team members often know the most. But they get drowned out by the talkers. Here's how to flip the dynamic: First, understand *why* they are staying quiet.  ↳If you can't figure it out, ask! (in a 1:1 setting) ↳"I have noticed you're sometimes holding back and I know you have a lot to offer. What would make you feel more comfortable sharing more often?" Common reasons (some they won't say but you can infer): 1️⃣ Power dynamic / fear of upstaging someone else 2️⃣ Less practice speaking up / interjecting in group settings 3️⃣ Don't have enough context ahead of time / take longer to formulate ideas 4️⃣ Naturally more reserved Here's how to solve: 1️⃣ Power dynamic ➡ Actively call on quieter people in meetings ↳Can feel awkward - like the teacher putting a student on the spot ↳But quickly becomes normal the more you do it ↳They're often thrilled to be recognized amid louder peers ↳And are more likely to speak up again now that they feel empowered ↳Ask for their opinions, not facts, to avoid a gotcha 2️⃣ Less practiced ➡ Have everyone share ↳When the pace is fast and only a few louder folks are jumping in ↳Say: "I want to hear from everyone, let's go around, no bad ideas" ↳Make sure everyone contributes ↳Push for the why if their answers are short 3️⃣ Need more time ➡ Do pre-work ↳This one's on the leader ↳Send clear context out ahead of time ↳Get people to pre-draft and send in their thoughts ↳Ask a cross-section to share to initiate dialogue 4️⃣ More reserved ➡ Work with them 1:1 ↳Meet individually ahead of group setting ↳Ask their opinions  ↳Encourage: "That's great, will you share that with the group?" ↳Validate in the group setting when they do speak up Some people will naturally talk more than others and that's okay. But oftentimes the quietest team members have a ton to contribute, and their silence - whatever causes it - holds the team back. Taking the steps to ensure they are empowered to speak up when they do have something to say is critical. Have you discovered any common reasons and solutions I'm missing? --- ♻ Repost to help your network empower every voice on the team. Follow me George Stern for more.

Most teams aren’t unsafe they’re just afraid of what honesty might cost them. A confident team isn’t automatically a safe one. Real safety feels like trust without fear of consequences. Psychological safety isn’t about being nice. It’s about creating an environment where truth can exist without punishment. Where people speak up because they trust they’ll be heard, Not just because they’re the loudest. Here’s how to build a space where honesty isn’t risky: 1/ Own your mistakes openly ↳ Normalize imperfection so it’s safe for everyone to do the same. 2/ Seek feedback on your leadership ↳ Leaders set the tone—go first. 3/ Celebrate curiosity, not just answers ↳ Questions reflect trust and openness. 4/ Make space for quieter voices ↳ “We haven’t heard from X yet, what’s your perspective?” 5/ Replace blame with curiosity ↳ Move from finger-pointing to finding solutions. 6/ Speak last ↳ Let your team share first, you’ll hear more honest input. 7/ Guarantee confidentiality ↳ Ensure ideas can be shared without fear they’ll be spread beyond the room. 8/ Welcome respectful disagreement ↳ Differing views often unlock better outcomes. 9/ Admit when you don’t know ↳ Vulnerability builds collective strength. 10/ Thank people for their honesty ↳ Appreciate candor—even when it’s uncomfortable. 11/ Set clear standards for respectful dialogue ↳ Consistency in expectations builds comfort. 12/ Include personal check-ins, not just status updates ↳ Connection on a human level deepens trust. 13/ Rotate who leads meetings ↳ Empowerment signals trust and builds confidence. 14/ Support thoughtful risk-takers ↳ Reward effort and bravery, even if the results aren’t perfect. 15/ Recognize progress, not just wins ↳ Growth deserves celebration, not just outcomes. Psychological safety doesn’t come from good intentions it comes from consistent proof that honesty matters more than perfection. ❓ Which of these will you try with your team this week? Drop a comment below. ♻️ Share this post to help others build more trusting teams. 👋 I post leadership and culture tips every day at 9:30am EST. Follow me (Dr. Chris Mullen) so you don’t miss the next one.

Do you have trouble getting the entire team to participate in group discussions, brainstorming sessions, etc.? To get people talking in group settings, create a safe and inclusive atmosphere. Here's how: 1. Set Ground Rules: Make it clear that all opinions are valued and that it's a judgment-free zone. 2. Small Talk First: Warm up with light topics so folks get comfortable speaking. 3. Use Open-Ended Questions: Questions that can't be answered with just "yes" or "no" open up the floor for more detailed discussion. 4. Direct Invitations: Sometimes people just need a nudge. Call on them directly but offer an easy out like, "Feel free to pass." 5. Silent Moments: Pause and allow silence. This gives people time to gather their thoughts and often encourages quieter folks to chime in. 6. Positive Reinforcement: When someone does speak up, validate their contribution, even if it's just a simple "great point." 7. Anonymity: Use tools or methods that let people contribute anonymously. Then discuss the anonymous points as a group. 8. Break into Smaller Groups: Big settings can be intimidating. Smaller group discussions can make it easier for people to open up. 9. Rotate Roles: Give different team members the role of facilitator or note-taker in each meeting to encourage active participation. 10. Follow-Up: If someone doesn't speak up but you think they have valuable insights, follow up privately. They may be more comfortable sharing one-on-one. Remember, the goal is not to pressure people into speaking but to make it easier for them to do so if they wish. #leadership #teambuilding #communication

“My teammate is a reserved person, and I find it challenging to get them to open up during our one-on-one meetings. Whether they're uncomfortable discussing certain topics or simply prefer to keep things brief, I want to create a more meaningful connection and draw out their thoughts.” A typical situation which happens quite a lot during the career of every manager. Hopefully, there are effective tips and tricks that can help me overcome this common situation and make our one-on-one meetings more productive and insightful. 🤔💡" 🔵 Avoid the Yes/No Trap: Instead of asking questions with one-word answers, opt for open-ended inquiries that encourage more elaborate responses. For instance, replace "Did you complete the project?" with "Tell me about your progress on the project and any roadblocks you've encountered." 🔵 Start with Neutral Topics: Kick off the conversation with light and non-threatening topics to build rapport. Casual questions like "How was your weekend?" or "What are your hobbies outside of work?" can set a relaxed tone and gradually lead to deeper discussions. 🔵 Show Empathy and Patience: Recognize that some individuals take time to open up. Demonstrate genuine empathy and patience during the conversation, reassuring them that their perspectives are valued. 🔵 Listen Actively: Active listening is a superpower! 🦸♂️ Be fully present during the conversation, maintain eye contact, and nod in acknowledgment to show that you're genuinely interested in what they have to say. 🔵 Use "What" and "How" Questions: Employ questions like "What challenges are you facing in your current project?" or "How do you feel about your role in the team?" These encourage detailed responses and deeper insights. 🔵 Allow Silence: Don't be afraid of silence during the conversation. Give your direct report space to collect their thoughts and respond in their own time. 🔵 Be Supportive: Ensure your team members know that you're there to help and support them. Show appreciation for their efforts and celebrate their achievements, fostering a positive and trusting atmosphere. 🔵 Reflect and Summarize: Throughout the conversation, paraphrase their responses and summarize key points to show that you're actively engaged and value their input. 🔵 End with Encouragement: Conclude the meeting by thanking them for their honesty and contributions. Express your commitment to their growth and well-being within the organization. By incorporating these strategies, you'll create a safe and empowering space for your quieter direct reports to thrive and shine! 💪 Remember, understanding and supporting our team members is a continuous journey that enriches both their professional development and your leadership skills. #LeadershipSkills #OneonOneMeetings #OpenEndedQuestions #CommunicationTips #EmployeeEngagement #TeamBuilding 🚀🤝

💥Want to make every team member feel valued? Then stop letting the loudest person dominate the room. ✅ In my recent Forbes Coaches Council article, I offered a deceptively transformational but straightforward tip: Rotate who speaks first in meetings. Why? Because the first voice sets the tone for the narrative. And when it's always the same voice, confidence becomes hierarchy, not contribution. Instead, leaders need to invite inclusion intentionally: 🌀 Rotate speaking order 🤝 Ask quiet team members for their views 🧠 Normalize “thinking time” before feedback 📢 Publicly recognize diverse input When you do this, something incredible happens: ➡️ Psychological safety increases ➡️ Engagement follows ➡️ Performance lifts Because when people feel heard, they show up fully. Here’s the deeper truth: 💡 Inclusion isn’t just about diversity. It’s about creating conditions where everyone matters. And that requires behavior change. If you're a leader, here's how to start: Clarity: Set clear expectations for contribution—not just performance. Autonomy: Empower people to own how they contribute. Relationships: Build trust that says “you belong here.” Equity: Create equal opportunity to participate—not one-size-fits-all rules. This is what we teach at DX through the CARE to Win® playbook. And it works. Every time. ⚠️ Want to know the top 3 takeaways from all 18 tips in the Forbes piece? Here’s what unites them: Intentionality: Recognition, inclusion, and belonging don’t happen by accident. Voice & Visibility: People feel valued when their input shapes the outcome. Ownership: Give people a stake in the work, not just a task list. Read the full article here: https://lnkd.in/gxd6YHXs 👊 It’s time to stop managing people and start championing them. 🗣 What’s one thing you do to ensure every team member feels valued? Let’s build the playbook together. ♻️ Repost to help others step into the top 1% ➕ Follow Alex Draper for more

I am a big fan of awkward silence 😶 In brainstorming meetings, brilliant ideas often pop up after such moments. Embracing awkward silence encourages thoughtful reflection and ensures that even the quieter team members are heard. To maximize its potential, ask open-ended questions and resist the urge to move on too quickly. Just because it’s quiet doesn’t mean people are done thinking! Waiting an additional 10 to 20 seconds, maintaining a reassuring smile and eye contact, signals that you are still present and comfortable, making the experience less anxiety inducing 😊

The silent killer of your team efficiency: Closed communication. Closed communication loops can stifle innovation, breed resentment, and hinder progress. A 5-step plan to break out of closed communication loops: 1. Establish 'No Interruption' Zones • Set dedicated times for open discussion where all team members can share their thoughts without fear of interruption • Create a safe space by establishing ground rules, such as no judging, no interrupting, and respecting all perspectives • Encourage participation from everyone, especially quieter team members who may hesitate to speak up in typical meetings 2. Conduct Communication Audits • Regularly assess the effectiveness of your communication channels in promoting open dialogue and collaboration • Use anonymous surveys or one-on-one interviews to gather honest feedback about communication strengths and weaknesses • Analyze the data to identify patterns, bottlenecks, and areas for improvement in your communication processes 3. Implement 'Silent Meetings' • Begin meetings with a period of silent, written communication where all participants write down their ideas, questions, and concerns • This approach levels the playing field, giving everyone an equal chance to contribute without the pressure of speaking up in front of the group • Review the written feedback as a team, addressing each point and ensuring all voices are heard and valued 4. Encourage 'Active Listening' Workshops • Provide training for your team on the principles and techniques of active listening • Teach skills such as paraphrasing, asking clarifying questions, and maintaining an open, non-judgmental attitude • Practice active listening in role-playing scenarios and real-world conversations to build trust and foster two-way communication 5. Analyze Open-Door Policy Effectiveness • Gather data and feedback to evaluate the true openness and accessibility of your leadership team • Track metrics such as the frequency and duration of employee-initiated conversations, the diversity of individuals who take advantage of the open-door policy, and the outcomes of these discussions • Use this information to identify gaps between the intended and actual effectiveness of your open-door policy, and take steps to bridge those gaps Remember, breaking out of closed communication loops is an ongoing process that requires consistent effort and commitment from all levels of the organization. Start small, be patient, and lead by example. Join the 12,000+ leaders who get our weekly email newsletter. https://lnkd.in/en9vxeNk

How do you unlock the potential within your product team? 🚀 We just wrapped up our latest book club on "Hidden Potential" by Adam Grant! We discussed how his insights could be applied to our teams, helping all members feel like their voice has an impact, not just those whose voices are the loudest. By focusing on building up teammates, we can grow "collective intelligence" and propel our teams to achieve greater things. Here are some tactics we discussed: 𝟭. 𝗘𝗺𝗯𝗿𝗮𝗰𝗲 𝗕𝗿𝗮𝗶𝗻𝘄𝗿𝗶𝘁𝗶𝗻𝗴 𝗶𝗻 𝗬𝗼𝘂𝗿 𝗡𝗲𝘅𝘁 𝗠𝗲𝗲𝘁𝗶𝗻𝗴. Meetings are notoriously ineffective at sparking original ideas and can enforce groupthink. Instead, try brainwriting, where ideas are generated independently before the group regroups to discuss and build upon each other's thoughts. This approach ensures all voices are heard. It also sets the stage for those who need more time to process information before sharing. ✍️ 𝟮. 𝗘𝗻𝗴𝗮𝗴𝗲 𝘄𝗶𝘁𝗵 𝗤𝘂𝗶𝗲𝘁𝗲𝗿 𝗧𝗲𝗮𝗺 𝗠𝗲𝗺𝗯𝗲𝗿𝘀. Our discussions revealed that some team members hesitate to share their thoughts, fearing their ideas might not be well-received, especially in a remote setting where overlapping conversations can be awkward. 😳 Proactively engaging with quieter teammates can encourage them to share their thoughts. In virtual meetings, these members might prefer to express their ideas in chat, so acknowledging their input with a simple emoji or comment can make a big difference. 💬 𝟯. 𝗥𝗲𝗰𝗼𝗻𝘀𝗶𝗱𝗲𝗿 𝗬𝗼𝘂𝗿 𝗜𝗻𝘁𝗲𝗿𝘃𝗶𝗲𝘄 𝗤𝘂𝗲𝘀𝘁𝗶𝗼𝗻𝘀. Some interview questions fail to accurately assess whether a candidate possesses the qualities your company values. Tailor your questions to uncover how candidates might integrate with your team. For example, asking “teach me something new” can reveal their ability to engage and share knowledge. Asking them about their background with genuine interest (not merely as a filler) can uncover hidden talents or relevant experiences that aren’t immediately apparent. 🕵️♂️ Have you experimented with any of these approaches in your product team?💡