After the initial kickoff meeting, you will have several project status meetings to reconnect with your team and other stakeholders. These meetings shouldn’t just be a status report, they should be used to help your team problem solve and share insights.
Sharing an agenda ahead of time helps your team understand the expectations and allows them to prepare accordingly. They can gather their data and share it before the meeting has even started. By doing this, the rest of the team can brainstorm on what’s not working and come prepared to discuss it at the meeting.
By giving your team the opportunity to share their discussion points before the meeting, you give everyone a chance to share their opinion ahead of time. Those with more passive personality types are able to effectively articulate what they are thinking without fear of being dismissed or talked over. More strongly opinionated team members might have a chance to consider someone else’s idea or opinion before they choose to dismiss it.
This approach also takes some of the reactive emotions out of the meeting. When someone shares their project data and it’s not what you expected, rather than being blindsided and becoming angry, the whole team can take a few hours to calm down and think about the best approach forward.