6 Ways to Create Introvert Friendly Meetings

Meetings are a fantastic way of bringing people together to share ideas, solve problems, and make decisions. They keep your team informed and engaged and provide an excellent platform for feedback and recognition. But how can you create introvert friendly meetings?

The energy of traditional meetings tends to favour extroverts, with ping-pong conversations, varying ideas and on-the-spot thinking. For more reserved individuals, this can be draining. Introverts often desire time and space to reflect on their thoughts. They are less inclined to dominate conversations and vie for attention.

It is important to note that the term ‘introvert’ does not mean quiet or shy. It simply means someone who prefers low-stimulation environments. Indeed, it is not uncommon for introverts to share opinions, thoughts, and ideas, but it can simply be harder for them to do so in traditional meeting styles.

I have read various articles on ‘how to speak up in meetings’ that encourage changing how I approach these situations. While these suggestions can help, the problem does not lie with individuals but rather with the meetings themselves. We must adapt them to be more inclusive of all personalities.

How can you create introvert friendly meetings?

The following 6 steps are a great starting point for making your meetings more introvert friendly and, arguably, more successful.

1. Does it need to be a meeting?

Scheduling a meeting can be the right decision in many instances, but it’s not always necessary. Meeting overload is common – especially for those who are more easily drained by them. Limiting the number of meetings you hold is a great way to prevent this from happening. Let’s play a quick game of ‘meeting or email’.

• Do you have an agenda? Yes = Meeting, No = Email
• Do you just want feedback? Yes = Email, No = Meeting
• Have you made progress since the last meeting? Yes = Meeting, No = Email
• Would anyone miss this meeting if it was cancelled? Yes = Meeting, No = Email

As an introvert, the more meetings I have, the less energy I can bring to each one. It is important to use them wisely.

2. Circulate an agenda

Circulating an agenda in advance will give your team additional time to research, prepare and establish ideas. Introverts, especially, will appreciate this time to compose their thoughts rather than rely on ‘on-the-spot’ thinking. Your agenda can include the reason for the meeting, the main discussion points, and any preparation requirements and should be circulated 24 hours or more in advance.

3. ‘Any final thoughts?’

Often the most challenging part of speaking up is grabbing initial notice. More reserved personalities can struggle to jump into a conversation, especially when all those around are vying for the same attention. Providing a space for final comments is a great way to hear from these less dominant voices. Although not guaranteed to work, it creates a more comfortable and welcoming setting for them to participate.

4. Don’t force participation

Everyone should be allowed to participate in meetings. However, they should never be forced. Placing a member of your team on the spot can create an uncomfortable situation and be detrimental to their confidence. This has happened to me countless times over the years, and I have disliked every occasion. There are various reasons why someone may not wish to speak, and there’s nothing wrong with active listening and participation at their own pace.

5. Keep the meeting open

Unless a decision is urgent, your meeting should not end as soon as you leave the room or end the call. It can take time for introverts to process information and contemplate their thoughts. For this reason, sending a follow-up email or scheduling 121 conversations are great options. This will give your team more time to generate ideas and an alternative (and sometimes preferred) platform to share them.

6. Collect feedback

Encouraging feedback following your meeting will help you understand what your team liked, disliked, and wished for. An anonymous survey, in particular, will encourage honest opinions and highlight any problems. Everyone involved will have different experiences and perspectives. It’s essential to understand them so as to cater to them. It is not necessary after every meeting but should be done regularly in order to reap the most benefit.

Why are introvert friendly meetings important?

These small changes will go a long way to helping introverts share their opinions and feedback and feel more comfortable at work. The benefits of this are endless but can include the following:

1. Creates authenticity:

Designing meetings to suit all personality types will encourage authenticity within your team. More reserved individuals are more likely to share their own opinions instead of simply agreeing or staying quiet. This means different perspectives, fresh ideas, and new insights for you and your company.

2. Encourage participation:

Your team are more likely to participate in meetings when they feel comfortable and included. Providing additional time and alternative platforms is a great way to do just this. This can lead to more opinions, more ideas, and new perspectives. It’s a win-win situation!

3. Improve morale:

Creating a more comfortable environment can help to boost team morale and prevent burnout. These extra measures will ensure people feel heard, appreciated, and less stressed looking at their weekly calendars. In turn, higher morale leads to increased productivity, less absenteeism, lower turnover and much more.

Final Thoughts

Taking the time to consider and cater to different personalities within meetings will benefit everyone involved. The above suggestions establish an equal footing for participation and will create a more comfortable working environment. This, in turn, will lead to more productive and successful meetings – if there needs to be a meeting, that is!

For more information on how to make your workplace more introvert friendly, please view my article: 8 Ways to Create an Introvert Friendly Workplace.