Check-in at meetings: the secret of high-performance, committed teams
4 March 2025
Method
Emotional intelligence, Prefix playing card Cultivating connection and emotional intelligence
Check-ins – or inclusion rounds – at the start of a session have become an essential practice in many teams, adding significant value to group dynamics. This ritualisation of emotional expression offers considerable benefits that go beyond mere formalities. What are the benefits?
- Reduced stress and anxiety. Emotional check-ins establish a space where each team member feels safe to share their emotions without judgement. This creates a climate of inclusiveness, fostering trust and transparency within the group. Members are more inclined to express themselves honestly, knowing that they will be listened to with empathy.
- Strengthening interpersonal bonds. By sharing their emotional states, team members establish deeper connections with each other. Understanding each person’s emotional state strengthens interpersonal bonds, creating a more cohesive team. These emotional connections contribute to better collaboration and a positive team spirit.
- Improving collective emotional intelligence. Check-ins encourage the development of emotional intelligence within the team. By becoming aware of their own emotions and understanding those of others, team members gain a better understanding of the emotional dynamics of the group. This can lead to more effective communication, more constructive conflict resolution and more careful management of the team’s well-being.
- Optimising productivity and creativity. Emotionally connected team members are more likely to work harmoniously and effectively. When emotions are recognised and processed, individuals can focus more fully on their tasks, fostering an environment conducive to creativity and problem-solving.
The conditions for an efficient check-in
For check-ins to be truly effective, they must be properly supervised. Here are the essential conditions to take into account:
- Establish a framework of trust. Each member of the team should feel free to express themselves without fear of judgement. At the start of this practice, it can help if the rules enabling this safe framework are defined collectively, for example, by drawing up a charter. Traditionally, these include the rules of benevolence, confidentiality and sovereignty.
- Limiting speaking time. To avoid certain people taking up too much time and having the check-in take up a disproportionate amount of the meeting, it is essential to establish and enforce a rule limiting the length of each intervention.
- Adapt to the team. The format needs to match the culture and dynamics of the team. Some teams prefer lighter check-ins, others more in-depth.
- Managing the atmosphere. If a participant shares negative emotions, the moderator can guide the discussion towards positive aspects to maintain a constructive atmosphere.
- Vary the formats. Alternate types of check-in (quick question, emoji, positive anecdote) to keep people engaged and avoid monotony.
Prefix’s recommendation: Use cards to liven up check-ins
At Prefix, we recommend using cards to animate check-ins. Why do we do this? Because they combine several essential advantages for rapid and effective exchanges:
- Speed. The cards allow everyone to express their emotional state without even having to speak. This saves time while remaining true to the objective of inclusion.
- Playful. The fun aspect of playing with cards adds an engaging aspect, making the exercise more accessible and less formal.
Raising the group’s energy
As a facilitator, once I know the emotional state of each participant, my aim is twofold:
- Adapting the exchanges according to each person’s emotional state. It’s essential for me to take into account each person’s emotional state in order to adapt the dynamics of the session. If someone is feeling particularly stressed or sad, it’s important to modulate the intensity of the exchanges and give more room to listening and empathy.
- Raise the overall energy of the group. If some people are feeling low emotionally, my role is to support them and guide the exchanges to help them feel better. This can be done through encouragement, supportive actions or even moments of humour to lift the mood.
The role of emotional keeper
Just as a timekeeper ensures that schedules are kept to, the emotional keeper ensures that the group’s emotional state is taken into account and managed effectively.
Ideally, this role should rotate, so that each team member can take on this responsibility and enrich their practice of facilitating collective emotions.