The Power of Inclusive Communication: How Meeting Circles Build Belonging at Work
Meetings are more than just routine gatherings—they are one of the most significant spaces where workplace culture is shaped, behaviors are reinforced, and people either feel like they belong or they don’t. Shantel Thomas, a communication expert and corporate culture strategist, delivered an empowering and deeply personal talk during Black Tech Link’s recent conference, introducing attendees to a practice she calls “meeting circles.” This approach reframes how we engage in workplace meetings, shifting from routine agenda-checking to inclusive environments that foster safety, connection, and contribution.
Why Inclusion in Meetings Matters
We all know the feeling of walking into a room—or a Zoom call—and wondering whether we’re truly welcome. Whether it’s the experience of being talked over, excluded from key information, or sensing that your voice isn’t valued, the outcome is the same: disengagement. Shantel began her talk by grounding the importance of inclusion in something universal—the human desire to feel like we belong.
Inclusive meetings aren’t just about fairness or kindness. They have measurable impact. In large organizations, deeply engaged employees can generate up to $42 million more in productivity. And engagement starts with communication that centers on belonging.
The Meeting Circle Framework
Shantel introduces the idea of the “meeting circle”—a concept both symbolic and practical. The circle suggests safety, continuity, and connection. It’s a framework built around three pillars:
Belonging
Communication
Contribution
The goal is simple: create a meeting environment where people feel they matter, their input is valued, and they are encouraged to show up fully.
Pillar 1: Creating a Sense of Belonging
Shantel reminded us that everyone knows what it feels like to be excluded—whether in high school cafeterias or corporate conference rooms. By starting from that shared emotional place, we can become more intentional about how we welcome others.
Practical strategies include:
Inviting the right people to the meeting—and not excluding others arbitrarily
Sharing the agenda and meeting goals in advance
Giving context so no one is left in the dark
Acknowledging individuals when they speak
Introducing people at the beginning so everyone is seen
She emphasized the impact of small acts: saving someone a seat, saying their name correctly, and recognizing their expertise. These are the social cues that create a sense of safety and inclusion.
Pillar 2: Communicating with Tone, Technique, and Touch
Shantel’s Southern roots came through as she spoke about communication being more than words—it’s about tone, delivery, and the emotional texture you bring to a conversation.
She broke communication down into three elements:
Tone: The feeling behind your words. Are you open or condescending? Encouraging or critical?
Technique: The structure of your message. Are you using questions instead of judgments? Are you looping in others’ ideas?
Touch: The emotional resonance. Are people walking away feeling respected, supported, and heard?
Shantel used a humorous example from her childhood—how she could tell whether she was about to get praised or punished based on how her mother said her name—to make a bigger point. We all respond to cues. So how you say something can determine whether someone shuts down or opens up.
She also introduced the concept of “calling in” rather than “calling out.” For example, instead of saying “You’re wrong,” you might say, “I think we could all use a refresher on that. Let’s walk through it together.” It’s a way to correct or redirect without humiliating someone.
Pillar 3: Unlocking Contribution
Contribution is the ultimate goal. But you can’t get there without the first two pillars in place. If someone doesn’t feel safe or valued, they’ll hold back—even if they have the information that could change everything.
Shantel shared her own experience of holding back critical input because she didn’t feel safe in the meeting. Her story resonated because so many attendees recognized themselves in it.
To unlock contributions:
Assign projects intentionally based on people’s strengths
Pair people with complementary skills
Encourage introverts by rotating meeting leadership roles
Acknowledge ideas publicly
Use affirming phrases like “Tell me more” to invite deeper input
She also urged participants to pack someone else’s parachute. That is, give credit where it’s due, advocate for others, and make room for quieter voices. These small efforts compound into a culture where people are empowered to share.
Overcoming Common Meeting Pitfalls
During the Q&A, participants brought up familiar challenges—dominating personalities, lack of authority, introvert exclusion, and more.
Shantel’s answers were grounded in empowerment:
Don’t raise your hand—own your space.
Use name-calling to redirect or uplift.
Loop your comment into someone else’s to add value and align yourself with more vocal contributors.
As a leader, assign rotating facilitators to build confidence and equity.
These aren’t just techniques. They are acts of cultural leadership. Anyone at any level can apply them.
Final Reflections: A Call to Lead Through Inclusion
Shantel closed the session with warmth and gratitude, but also a clear challenge: Will you be the one who creates safety for others? Will you form your own meeting circles—however small—and model the practices of inclusion?
Because exclusion happens all the time, and if we want better outcomes for our teams and organizations, we need to make sure our meetings reflect our values.
Every meeting is an opportunity. Let’s make it count.
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