Tips for Creating Engaging Meeting Formats

Meetings can be draining for introverts, not because they lack ideas, but because traditional formats often favor the loudest voices in the room. Over the years, I’ve experimented with different meeting structures to create space where quiet contributors thrive, deep thinking is valued, and everyone feels heard. Here are five structures that work wonders for introverted team members: 📝 1. Silent Brainstorming Sessions Why it works: Instead of putting people on the spot, this structure allows team members to jot down their ideas first —on virtual whiteboards, shared docs, or sticky notes—before discussing them. This reduces pressure and encourages more thoughtful input. 🔄 2. Round-Robin Check-Ins Why it works: Instead of open-ended “Anyone have thoughts?” (which introverts often hesitate to jump into), each person gets a turn to share. This ensures that everyone’s perspective is heard , without the need to compete for airtime. ⏳ 3. Asynchronous Collaboration Before the Meeting Why it works: Sending agendas, discussion topics, or documents in advance gives introverts time to process, reflect, and contribute meaningfully. This leads to deeper insights rather than reactive responses. 🤝 4. Small Group Breakouts Before Large Discussions Why it works: Introverts often feel more comfortable speaking in smaller groups. Giving them time to discuss ideas in pairs or small groups first helps them gain confidence before transitioning into the larger conversation. 🌿 5. “Think Breaks” Built into Meetings Why it works: Instead of rapid-fire decision-making, inserting pauses for reflection (even just 2–3 minutes of quiet thinking) allows introverts to collect their thoughts before speaking , leading to stronger, more considered contributions. When meetings honor different communication styles, everyone wins. What meeting structures have helped you or your team thrive? Let’s exchange ideas! 👇🏽 #IntrovertedLeaders #QuietLeadershis #EffectiveMeetings #TeamSuccess #InclusiveLeadership

Want more productive workshops? Try stopping them sooner. Workshops often lock people in a room for two or three hours and expect them to do their best thinking on demand. Do we really have to hold people hostage to be productive? Lately, I’ve been using a technique I call "Echo Sessions." Instead of forcing deep work to happen in real time, we kickstart an activity, get clarity, but then stop just as people are getting into it. That pause is intentional. It’s based on the same principle as the Pomodoro technique—when you leave something unfinished while still feeling engaged, you'll find it easy to return to it later and give it space to percolate. Instead of dragging out a long workshop, I schedule an Echo Session later—often in the same day—where everyone brings their independent or small group work back for discussion, iteration, and action. Why does this work? ✅ Encourages Deep Work – People get time to think, research, or create in their own way, rather than being forced into artificial collaboration. ✅ Optimizes Meeting Time – Workshops should be for shared understanding, decision-making, and iteration—not for quiet focus time. ✅ Respects Different Work Styles – Some need time to walk and think. Others need to sketch. Some want to research or tap into AI. Echo Sessions give people time and space to work in the way that’s best for them. ✅ Creates Natural Momentum – Stopping at a high-energy moment makes people want to continue later, giving them space to create, rather than leaving them drained from a marathon session. ✅ Reduces Calendar Lockdowns – Instead of monopolizing hours at a time, work is distributed more effectively and meetings are only used when necessary. Most importantly, this approach treats participants like adults. It gives them flexibility and agency while ensuring that meetings serve a clear, valuable purpose. We don’t need long workshops. We need better workshops. Curious—how do you approach workshop fatigue? Would this work in your team?

Ever sat through a team meeting that felt like watching paint dry? You know the meetings where: - The PowerPoint slides could cure insomnia - What's shared should've been an email - The silence is so thick you can hear a pin drop We've all been there. But here's the real gut punch - what if YOU'RE accidentally running meetings like this? Nothing humbles you quite like watching your team fight to keep their eyes open during your "exciting team update." As someone who specializes in facilitation, I can tell you that with just a few small tweaks, any manager can transform their team gatherings. Here are 6 simple changes that make a massive difference: ➡️ Start with purpose, not habit - Ask "Why am I gathering these people?" (Hint: status updates aren't a good enough reason) ➡️ Create an agenda that works like a GPS - Begin by defining your destination (desired outcomes) so everyone knows where you're headed ➡️ Include a 5-minute connection activity - Strong teams aren't built discussing KPIs, they're built in those small moments where people connect as humans ➡️ Create space for quieter voices - Not everyone processes at the same speed or communicates the same way, but everyone has valuable insights ➡️ End with crystal-clear next steps - Each action item needs an owner and a deadline, or you've just wasted everyone's time ➡️ Address disengagement privately - If someone's checked out, have the "I notice" conversation with genuine curiosity rather than judgment Want to see how your meetings measure up? Take my 2-minute Meeting Momentum quiz (linked on last slide) ♻️ Share to help someone lead a better meeting