How do I get the quiet people on the team to speak up?
And how do you deal with the dominating personality on the team who always has an answer?
I get these questions often. Not every team member is eager to jump into group discussions. Some are naturally reflective. Others have discovered that a few loud voices dominate meetings. As Scrum Masters and facilitators, our job is to create space for all voices, especially the quiet ones and the introverts.
Over the years, I’ve discovered a few techniques that consistently help draw out the thinkers, the introverts, and the hesitant contributors. Here are ten approaches that work.
1. Be Comfortable With Silence (Count to 10)
Ask a question, then wait. Most facilitators jump in after just a couple of seconds. Try counting to ten silently before saying anything. The pause creates space, and someone almost always fills it.
2. Use Pairing or Small Group Discussions
Before opening a topic up to the entire team, ask people to pair up or form trios. It is easier to speak in a small group, and this conversation helps build confidence for sharing more broadly afterward. Zoom's Breakout Room feature works well for virtual meetings.
3. Create Trust and Psychological Safety
The best facilitators build safety outside the meetings, not just during them. People speak up when they know their input is respected, valued, and won’t be used against them. Safety is a culture, not a checkbox.
4. Try Silent Writing or Brain Dumps
Give the team a few minutes to jot down ideas or feedback before starting a discussion. This helps quieter thinkers organize their thoughts and gives everyone a baseline of input to start from.
5. Use 1-2-4-All from Liberating Structures
This simple, inclusive structure helps draw everyone in. First, individuals silently reflect on a question for one minute. Introverts need some time to think. Then they share in pairs for two minutes, then in groups of four for four minutes, then each group of four with the whole group. Each step builds confidence and reduces pressure.
6. Ask Open-Ended, Specific Questions
Avoid vague prompts like "Any thoughts?" Instead, try "What is one concern we haven’t discussed yet?" or "What is something we might be overlooking?" Specific prompts invite thoughtful contributions.
7. Invite Without Putting People on the Spot
I avoid calling on people (unless they have raised their hand). Rather than addressing a specific individual by name, express your interest in hearing from someone we haven't heard from yet. This keeps the invitation open and respectful. Then refer to point one above, and be comfortable with silence.
8. Rotate Roles to Build Confidence
Give team members light responsibilities like timekeeping, note-taking, or capturing stickies on the flip chart. These low-pressure roles help quieter individuals stay engaged and gradually grow more comfortable speaking.
9. Watch Body Language and Follow Up
Sometimes a person leans in, nods, or looks like they are ready to speak but hesitates. Gently invite the person by saying, "It looked like you had something to add." If they pass, that’s fine, but often it’s all the encouragement they need.
10. Use Anonymous Input Tools When Needed
Digital tools like MURAL, Miro, or Mentimeter let team members share ideas without speaking up directly. You can then read or cluster ideas for the group to discuss, keeping the focus on the content, not the contributor.
A Note on Dominating Personalities
When one person always jumps in with an answer, it can crowd out quieter voices. Instead of shutting them down, gently redirect. Say, "Thanks for jumping in. Let’s pause and see what others think before we go deeper." Or "Let’s take a moment for silent writing so everyone can form their thoughts first." When used consistently, these techniques help reset group norms and make space for others.
Summary
A Scrum Team thrives when every voice is heard. Facilitators and Scrum Masters play a vital role in making space for quieter team members. With intention and a few well-tested techniques, we can shift the dynamic and bring more perspectives into the conversation. Sometimes the quietest voice in the room has the most important insight.