April 28, 2026
LinkedIn Post | LinkedIn Article
We’re interrupting the ongoing series on AI to pick up on an earlier thread where I wrote about how our commonly shared experience of most meetings often works against our best interests. Here’s the bottom line:
Many groups (teams, departments, entire organizations) are running on first-draft thinking and either don’t know it or won’t acknowledge it.
Before diving in, I need to call out a precondition: nothing can change in organizations without participant safety. More on this in future posts, for now, just note that, until organizations genuinely walk the talk of supporting the expression of a range of perspectives on a solution, little else matters.
Today, though, we’re focused on something quieter and more hidden. Most meetings are dominated by a few voices–not because they have the most to contribute, but because they are the best at the quick processing feedback loop that is often mistaken for competence.
As mentioned in the prior post, I happen to be one of those voices. I process quickly, externally, out loud, in a style that often reads engaged, on top of it, able to quickly integrate and assess new information. And, sometimes it is those things. But, sometimes, it’s just … fast.
The cost of this is that decisions all too often reflect a narrow slice of the intelligence actually available to the organization. Good decisions in complex environments depend on distributed intelligence — inputs from people positioned to see different parts of the system, people whose judgment is informed by other context, people who see things the loudest voices miss. When the meeting is shaped entirely by who can respond fastest, that distributed intelligence never enters the room. What gets called consensus is really just a loud initial reaction, granted power because the room nodded–or, more often, was silent.
Silence does not mean support. It can. But it can also signal processing, consideration, thinking through, mulling over, all the cognitive processes that we go through to arrive at decisions we care about. No organization would claim to prefer decisions made without consideration, without thought, without reflection. Yet that’s what we reward and that’s what emerges as the observable norm.
So the challenge is: how do you amplify the other voices? I want to be clear: I’m not talking about team members who are uncertain of their contributions — that’s a real challenge, but it’s a different one, centered on mentorship, on professional development, on the nurturing of new voices and the making of space in the room for them. I’m talking about the deeply insightful people on your team who simply need more time and space. Time to process what’s been raised. Time to weigh it against their understanding of other concerns, other stakeholders, other implications. Time to sit with a proposed direction and confirm it still feels right after reflection.
The good news is that creating this space is not expensive. It doesn’t require slowing everything down or layering process on top of process, or adopting an elaborate consensus-based model (although those can be quite useful). It mostly requires being deliberate about a handful of meeting mechanics. A few I’ve used:
- End a recurring meeting with a carry-over question. Close with the key unresolved issue and an explicit commitment to return to it at the start of the next meeting, with a specific call for other voices and alternative approaches. Then actually do it. This one is the most powerful of the three, and the reason is rhythm: once people trust that carry-over is real, they know how to prepare. The space to think becomes structural, not improvised. Ad-hoc “let’s circle back next time” approaches don’t work — there’s no trust that it’ll happen, so no reason to invest in preparing.
- Build genuine breaks into longer meetings. Give people ten minutes — not to check email, but explicitly to regroup and approach the problem from a different angle. Before you break, establish a deliberate queue for contribution and, after the break, reorder/reconfirm it, building a bulwark against opening the floor to whoever speaks first.
- Make your agendas meaningful. For some of us, this starts with: make an agenda. Name the shape of the problem space in advance, and explicitly ask attendees to spend time thinking before the meeting. This moves some of the processing out of the room entirely, which is exactly the point.
None of these are dramatic. Most of them are obvious, and things we aspire to, but rarely put actual effort towards. They are, collectively, the difference between running meetings that surface the intelligence in the room and settling for first-draft responses dominating your decision making.
Which brings us back to where we started. The risk isn’t that any single meeting goes badly, but rather that, over time, your decisions are shaped by whoever responds fastest. Over time, organizations slide towards mistaking speed of reaction for quality of thought. Over time, merely being the first idea becomes sufficient. And nothing in the structure of the interaction makes room for anything else to catch up.
Three months of decisions made on first-draft thinking is a tolerable drag, and may in fact increase short-term velocity. A year of it builds blind spots and, more importantly, habits that are actively resistant to deeper thought. This is why meetings punch above their weight in terms of their impact on overall culture and behavior: organizations are shaped, in large part, by the repeated texture of their human interactions. Your people are taught, conversation by conversation, meeting by meeting, that there’s no space for deeper, more considered contributions. And you lose their potential impact in a way that doesn’t show up on any dashboard.