Most leaders spend a fair amount of time preparing for meetings. They review materials, gather updates, think through their points and come ready to contribute.
But preparing others to contribute is a different kind of work. It’s slower, less visible and easy to overlook.
It looks like sharing materials early enough for people to absorb them, framing questions in advance, not on the spot, and being clear about the purpose of a discussion. Asking what kind of input is needed, and what kind isn’t. Sometimes it means checking in with someone beforehand to say, “This is a space where your perspective could really help us.”
These are small gestures, but they create very different meetings. When people know what’s being asked of them, they come with more clarity and less hesitation. The room feels less performative and more thoughtful; there’s less time spent getting started and more time spent in real dialogue.
This kind of preparation doesn’t guarantee participation, but it does lower the barriers. It’s a sign of respect for everyone’s time and attention.
Over time, it helps shift a team’s rhythm from showing up to speak, to showing up ready to think together.