A World Full of Meetings—and How We Can Make Them More Engaging

But often we come straight from a draining conversation with a client, an argument with a colleague, confusing feedback from a supervisor, or a frustrating meeting that felt like an endless loop. And then? Then we’re expected to be fully present right away, dive into the next conversation, and contribute productively. Sound paradoxical? It is—and yet this is what’s expected time and time again. If you’re not familiar with this, feel free to get in touch with us.

To ensure meetings don’t degenerate into dreary obligations but become genuine spaces for dialogue, they need a strong start. An effective check-in helps us leave the chaos in our heads behind, sort through our thoughts, and “check in” with alert energy. It can shake us up mentally—and sometimes physically—and enable us to perceive and understand our colleagues in a new way.

Here’s how it happens: a leadership team that’s verbally expressive and prone to debate. They tend to dive quickly into tempting operational topics and solutions, and then struggle to fulfill the strategic tasks for which they’re needed. Some of them have been working together for 20 years.

The simple question “What had a particular impact on your childhood?” as a check-in—during a retreat after the first half-day to warm up—brings about deep emotion, profound new understanding, high empathy, and even laughter, and strengthens the psychological safety of this leadership team in an extraordinary and immediate way. But please be careful: this is a question that requires a good foundation and trust—it must be relatable.

What exactly is a check-in?

A check-in is a deliberate, targeted prompt at the beginning of a meeting. The host either shares an idea or immediately involves the participants and asks for an idea. Often it is a question that is briefly answered in turn by all participants.

Used regularly, the check-in becomes a valuable ritual that brings structure and energy to the meeting and reveals many new sides of those involved. With a little practice and trust, it can go really deep.

Why is a check-in worthwhile?

1. Create focus – It helps flip the mental switch and focus on the here and now.
2. Strengthen relationships – Openness about one’s own mood builds trust and understanding.
3. Activate energy – Everyone is heard, contributes, and begins with an initial reflection.
4. Promote active listening – Consciously acknowledging others creates a respectful, safe atmosphere.
5. Strengthen team spirit – Getting to know new sides of your colleagues brings you closer together.
6. Provide food for thought – Good questions spark further discussion and collaboration.

Examples of check-in questions:

• “What’s stopping me from being fully present right now?”
• “What has been my highlight or lowlight of the week so far?”
• “What would be an ideal outcome for me today?”
• “If I were to paint our topic today as a picture—what would it look like?”

Check-ins: More Than Just a Question

Questions are a wonderful way to structure a check-in, but by no means the only one. The best check-ins are creative and surprising—there are no limits to your imagination!

Here are a few inspiring ideas:

• Three minutes of silence – A short break for the mind to consciously settle into the room.
• Facial expression check – Everyone uses a facial expression to show how they’re feeling right now.
• Gesture or Pose – Participants use their bodies to represent the essence of today’s meeting.
• Favorite Quote – An inspiring phrase that fits the current mood or topic.
• Share an Anecdote – A short story from your own life that creates surprising connections.

Meetings don’t have to start off sluggish and lacking energy. With a strong check-in, we give them the right momentum!