Don’t randomly call on them. Forcing participation often backfires. If you say things like, “We haven’t heard from you. What do you think?” Burkus says you’re not creating an opportunity — you’re creating pressure. This can embarrass quiet employees, which will only reinforce their reluctance to speak up in the future.
Focus on creating a space that encourages contributions. Instead of “fixing” quiet staff members, Burkus says you should build an environment that promotes input. One way to do this, he says, is to ask broad, open-ended questions. For example, “What perspectives might we not have considered?” or “What have you seen work well in similar situations?”
Vary your meeting formats. If you usually gather everyone together in the conference room, mix things up from time to time. Some people thrive in group discussions, Burkus says, while others prefer to provide detailed input via email. You could also try structured silence. Instead of opening the floor immediately, Burkus recommends giving everyone a few minutes to think and jot down their ideas.
Support contributions in the moment. When you hear from employees you may not always hear from, thank them for their contribution. This shows that you value their input and welcome ideas from everyone. Burkus says you could also amplify their idea by saying something like, “That’s an interesting idea. Let’s explore that further.”
Amplify voices outside the meeting. Even under the right circumstances, quiet employees may hesitate to contribute in the moment. Burkus suggests following up with them privately after the meeting. Say, “I’d love to hear your thoughts on what we discussed today. What’s your perspective?”
Instead of questioning why your quiet team members don’t speak up more often, consider what you can do on your end. Maybe it’s adjusting your meeting structures or supporting their contributions outside of meetings. With the right approach, you can unlock your team’s full potential — quiet employees and all.
Compiled by Audrey Sellers
Source: David Burkus is an organizational psychologist, keynote speaker and bestselling author of 5 books on leadership and teamwork.
