50% of employees admit to not speaking up in meetings because they feel their input won’t be valued.
Can you imagine what that means when it comes to lost knowledge or help shared?
Plus, the extra pressure that is put on you as the Project Manager.
Facilitating meetings is tough enough, let alone when team members don't speak up.
Team members not speaking up results in:
- Increased pressure on you as the PM, as you feel the need to tell rather than receive their valuable input
- More issues on the project as the team isn’t inputting
- More assumptions are made about who’s doing what.
- You have to provide updates to clients that you’re not confident are correct
Here are some tips to help 👇🏼
1️⃣ Set expectations up front
Let the team know before the meeting that you'll be asking for their input. For example: “I'll be asking each of you to share your view on X, just a quick 30 seconds each is fine.” This removes the surprise and gives people time to think.
2️⃣ Use names
When facilitating, invite individuals by name rather than asking the whole group. People are more likely to speak when called in rather than called out. Try: “Alex, what’s your view on this?” or “Tina, anything you’d add from your side?”
3️⃣ Create psychological safety
Say out loud that you value honest views, and model this yourself. Share a moment of uncertainty or ask for help: “I’m not sure if this plan will work, does anyone see risks I’m missing?” Your vulnerability encourages their openness.
“The courage to speak up is a habit—cultivate it, and it spreads.” Simon Sinek
4️⃣ Start with smaller groups
If the full team is too quiet, split into pairs or smaller groups to discuss, then share back. People often find it easier to speak in smaller settings first.
5️⃣ Make it normal, not personal
Frame input as a routine part of how your team's work: “We always take 5 minutes to hear everyone’s view before we wrap.” This builds a culture where speaking up isn’t exceptional; it’s expected.
6️⃣ Follow through
When someone does speak up, thank them and show how you used or considered their input. If nothing happens after someone speaks, they won’t do it again.
Bonus tip 🏆
When you do get your team members to speak more, make sure they verbalise their actions with a clear plan in front of everyone.
It increases the likelihood that they'll do it rather than you just sharing their actions.
I hope you find these tips helpful.
Have a great week 💪🏼
Ben.
