How Do I Get My Team to Actually Speak Up in Meetings?

TL;DR:

If your team stays silent in meetings, it’s not because they have nothing to say—it’s because they don’t feel safe or certain it’s worth the risk to speak up. In this post, we explore practical strategies to build psychological safety, shift meeting dynamics, and create a culture where every voice is heard and valued.

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How Do I Get My Team to Actually Speak Up in Meetings?

You Can’t Fix What You Can’t See

You know the meeting I’m talking about.

You ask a question—maybe even an important one—and all you get are blank stares. A few nods. One brave soul unmuting. Then silence.

And the moment the meeting ends, your inbox fills with side messages. “Hey, just between us…” or “I didn’t want to say anything in front of the group, but…”

Why won’t your team speak up in the moment? And more importantly—what can you do about it?

Here’s the truth: if your team isn’t speaking up, it’s not a personality issue—it’s a leadership culture issue.

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Silence Is a Sign of Safety Gaps, Not Stubborn People

When teams go quiet, it’s usually because one (or more) of these conditions are missing:

1. Psychological Safety

If people fear embarrassment, judgment, or backlash for offering ideas or raising concerns, they’ll stay silent. Period.

“If I speak up, will it be used against me later?”

2. Clarity of Expectations

If people don’t know what kind of input is needed, or when it’s appropriate to speak, they default to watching others.

“I didn’t know if it was my place to say something.”

3. Belief That It Will Matter

If nothing seems to change after people offer feedback or ideas, they stop offering.

“Why bother? No one listens anyway.”

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What You Can Do About It

Creating a culture where your team actually speaks up isn’t magic—it’s muscle. Here are five ways to build it:

1. Start by Admitting What You Notice

Name the dynamic directly:

“Hey team, I’ve noticed a pattern—there’s a lot of silence in meetings, and I think we’re missing out on some great thinking.”

This models vulnerability and gives permission to do something different.

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2. Redefine Participation

Not everyone will speak spontaneously in a group—but that doesn’t mean they have nothing to say. Try:

• Using pre-meeting prompts or forms so people can prepare.

• Letting people respond in writing during the meeting (chat, post-its, shared docs).

• Going around the room (or Zoom) so every voice is heard.

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3. Praise the Process, Not Just the Idea

If only the “best” ideas get praised, people will hold back until they’re confident. Instead, praise someone for taking the risk to speak up, even if the idea isn’t perfect. That’s how cultures shift.

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4. Use Voice-Based Tools (like 5 Voices)

Sometimes silence isn’t fear—it’s voice misalignment.

If your team is full of Guardians and Nurturers, they may defer to louder Pioneers or Connectors.

Using tools like the 5 Voices helps everyone understand their voice tendencies, when to speak, and how to create space for others.

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5. Follow Up (and Follow Through)

If someone raises an idea or concern—circle back. Show what you did with their input. This builds belief that their voice matters.

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What Happens When They Do Speak Up?

When your team feels safe and empowered to share, here’s what you get:

• Better ideas

• Faster identification of issues

• More engaged team members

• Less drama and more ownership

You don’t need louder people—you need safer environments.

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So… What’s Your Next Move?

• Bring this up at your next meeting. Name the pattern.

• Try one of the participation strategies.

• Introduce 5 Voices to create shared language for communication.

If you want help diagnosing why your team isn’t speaking up—or if you’re ready to build a culture of honest, healthy communication—I’d love to help.

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Want to know your leadership voice?

Take the 5 Voices Assessment to discover how you lead—and how to create space for others.