By Julia W.
File Under Uncategorized
Regular check-ins are a simple but powerful way to build trust in wellness teams. They improve communication, create a safe space for sharing, and strengthen relationships over time. Here’s why they matter and how they work:
- Boost Communication: Consistent meetings ensure everyone stays aligned, shares updates, and tackles challenges together.
- Create Psychological Safety: Check-ins let team members speak openly without fear, encouraging collaboration and diverse perspectives.
- Foster Respect: Structured discussions ensure all voices are heard, preventing dominance by senior or louder team members.
- Support Well-Being: Regular conversations help identify stress or burnout early, showing care for team members as individuals.
- Improve Outcomes: Teams with trust and open communication deliver better care, reduce errors, and work more effectively.
050125 Self and Team Check Ins for Navigating Uncertainty
How Regular Check-Ins Build Trust
Regular check-ins are the backbone of trust-building in interdisciplinary wellness teams. These structured meetings offer a consistent space for team members to connect, voice concerns, and align on shared goals. Knowing there’s a set time to communicate fosters collaboration and strengthens team dynamics. Over time, these interactions pave the way for deeper conversations about safety, mutual respect, and unity.
One of the key benefits of check-ins is their ability to build what researchers often call social capital – the network of relationships that helps teams work effectively. Jodi Macpherson from Mercer Inc. highlights this in her perspective:
"Communications is fundamental to building trust… It contributes to the creation of an environment of trust around leaders that enables them to lead effectively, engage employees and ultimately deliver results."
This foundation becomes even more critical when professionals from different disciplines must come together, each bringing their expertise to tackle complex client needs.
Creating Safety for Open Communication
Check-ins play a vital role in creating psychological safety by ensuring every team member has a chance to speak from the outset. This inclusive approach lowers barriers to participation and encourages contributions throughout the meeting. Research supports that when individuals contribute early, it boosts the team’s collective intelligence and fosters a more democratic environment.
These meetings also provide a structured opportunity to address challenges before they escalate. For instance, a physical therapist might share feelings of being overwhelmed by their caseload, or a mental health counselor could raise concerns about a treatment plan. These open discussions promote transparency, allowing the team to tackle issues collaboratively.
Adding personal updates during check-ins further emphasizes that team members are valued as individuals, not just for their professional roles. As Stephen Porges puts it:
"Feeling safe is feeling the presence of connection to other humans."
This sense of connection strengthens the bonds necessary for effective collaboration.
Supporting Different Viewpoints and Mutual Respect
Once safety is established, check-ins become a platform for embracing diverse perspectives. In interdisciplinary wellness teams, every professional offers a unique viewpoint – whether it’s a nutritionist focusing on diet, a physical therapist addressing movement, or a mental health counselor prioritizing emotional well-being. Check-ins ensure these perspectives are heard and respected.
The structured nature of these meetings prevents dominance by the loudest or most senior voices. This is especially important in environments where hierarchy might otherwise stifle valuable input. For example, a newer team member raising concerns about a treatment approach can feel confident their perspective will be considered.
Active listening is a cornerstone of these exchanges. When team members genuinely engage with one another’s viewpoints, it fosters mutual respect. Research shows that active listening helps individuals feel acknowledged, paving the way for more open and productive discussions.
Check-ins also help bridge communication gaps common in today’s work environments, especially for remote or multi-location teams. By creating regular touchpoints, they ensure no one is excluded from important discussions or decisions.
Building Team Unity Over Time
Consistency in check-ins builds trust by reducing uncertainty and ensuring reliable communication. Over time, these regular conversations help teams identify early signs of stress or burnout. For example, if a team member starts showing signs of being overwhelmed, check-ins provide an opportunity to address concerns before they affect client care or team performance. This proactive approach demonstrates the team’s commitment to each other’s well-being.
The cumulative impact of check-ins is profound. Each meeting adds another layer to the foundation of trust, reinforcing relationships that can withstand challenges and disagreements. Diane Bean from Manulife Financial captures this well:
"People won’t follow a leader they don’t trust. Trust makes it easier to get alignment."
This alignment becomes crucial when wellness teams face complex cases requiring quick decisions and seamless coordination. Teams that have built trust through regular check-ins can approach urgent situations with confidence, knowing each member will contribute their expertise while supporting the group’s collective effort.
The effectiveness of these meetings ultimately depends on acting on the concerns raised. When team input leads to tangible changes, it reinforces the value of check-ins and keeps the door open for honest communication.
Research-Based Guidelines for Effective Check-Ins
Research in healthcare and team collaboration highlights key factors that make check-ins more effective. By focusing on trust and communication, teams can transform routine meetings into meaningful interactions that strengthen relationships and improve outcomes.
Key Parts of Effective Communication
For interdisciplinary teams, communication isn’t just about sharing information – it’s about doing so in a way that is clear, timely, and actionable. As one study puts it:
"The clear, brief and timely delivery of complete information among engaged key decision-makers. It allows team members to create shared mental models of the problem and make treatment decisions with situational awareness if those treatments fail."
This definition emphasizes three critical elements: clear goals, defined roles, and structured communication. These components keep discussions focused and reduce misunderstandings. Research shows that using standardized protocols for sharing information, documenting decisions, and confirming understanding leads to better outcomes. For example, structured formats for case discussions ensure clarity and continuity.
But communication isn’t just about formal structures. Balancing formal methods, like scheduled meetings, with informal exchanges – such as quick chats or text updates – can also be effective. However, informal communication requires follow-up to avoid confusion or missed details.
Another cornerstone of effective communication is psychological safety – the assurance that team members can speak freely without fear of judgment or backlash. This openness encourages diverse perspectives and meaningful engagement.
Reducing Power Imbalances
Power dynamics play a significant role in how effective check-ins can be. Kelly Frances Bates, President of the Interaction Institute for Social Change, explains:
"Power dynamics – the ways in which power works in a setting – can either sink a meeting and negatively impact relationships for years, or produce more shared power and capacity to get things done."
To address these dynamics, teams can implement several strategies. Structuring agendas to include multiple voices ensures everyone has a chance to contribute, especially quieter team members. Encouraging leaders to listen more than they speak creates room for diverse ideas. Research also shows that hierarchy influences communication patterns, with junior team members often mimicking the styles of their senior colleagues.
Rotating facilitation duties is another way to distribute power and make meetings more dynamic. As noted by the Interaction Institute for Social Change:
"Meeting facilitators can change the outcome of the meeting just by how they design and run it. Rotating facilitation and supporting people to learn how to facilitate and run meetings distributes power and makes meetings more dynamic."
Acknowledging power dynamics and valuing diverse expertise can lead to more balanced and productive discussions.
Setting Up Consistent Check-In Processes
Once communication and power dynamics are addressed, consistency in check-ins helps solidify these improvements. Regular and structured check-ins can transform sporadic meetings into reliable systems that build trust. Research shows that 70% of the variation in employee engagement scores across business units is linked to managers, highlighting the importance of consistent communication.
Companies like Adobe and GE have seen notable results by adopting regular check-ins. Adobe reduced voluntary turnover by 30% after implementing consistent manager-employee check-ins, while GE saw a five-fold increase in productivity when it replaced annual performance reviews with informal, frequent touchpoints.
Using templates and structured agendas helps teams stay focused. Limiting agendas to two or three priority topics and including sections for wins, challenges, and next steps keeps discussions efficient and actionable. This structure minimizes distractions and ensures predictability, making it easier for team members to engage.
Adding brief well-being checks to the agenda acknowledges team members as individuals, not just professionals, fostering stronger interpersonal connections. Following up on issues raised during check-ins further reinforces the value of open communication and builds trust.
| Communication Element | Research Finding | Implementation Strategy |
|---|---|---|
| Clear Goals & Roles | Reduces confusion and improves focus | Use written protocols for sharing information and documenting decisions |
| Psychological Safety | Encourages open dialogue and engagement | Set meeting agreements and monitor power dynamics |
| Consistent Structure | Boosts engagement by nearly 3× | Stick to templates with 2-3 key topics |
| Power Balance | Strengthens long-term relationships | Rotate facilitators and promote active listening from leaders |
| Follow-up Actions | Builds trust through accountability | Summarize key points and track progress on concerns |
Practical Ways to Implement Regular Check-Ins
Regular check-ins are a cornerstone of building trust within interdisciplinary wellness teams. To make these check-ins effective, it’s essential to establish clear, actionable steps that encourage collaboration and communication. Here’s how to make it work.
Creating Structured and Consistent Check-Ins
A well-organized, predictable framework is the backbone of effective check-ins. Joe Rak, Senior Director of Talent Management at Cleveland Clinic, highlights the importance of getting this process right:
"One of the most fundamental management practices is checking in with employees. It sounds easy, but there is a lot of nuance to doing it right."
Consistency is key. For new or high-pressure teams, weekly check-ins are ideal, while bi-weekly or monthly meetings may suffice for more established groups. Each session should follow a concise agenda that touches on workload, stress levels, work–life balance, and performance. According to Rak:
"People want clarity in their jobs. When caregivers have clarity and feel empowered, they accomplish much more than if they are left to guess at priorities and hope they get them right."
Keep the process simple. Avoid overwhelming team members with excessive documentation, and focus on creating an open environment for honest communication.
It’s also important to adapt to individual needs. Some team members might need more frequent touchpoints during challenging periods, while others may prefer a bit more space between discussions. Ask what works best for each person and adjust accordingly.
Mixing Formal and Informal Communication
While structured check-ins provide essential organization, blending them with informal communication can create stronger team connections. Research from Harvard Business Review found that remote workers who engaged in casual conversations experienced more positive emotions, felt less burned out, and were more willing to support their colleagues.
Balance scheduled meetings with informal chats to address concerns quickly and build rapport. Personal sharing within professional boundaries can strengthen relationships, which is especially important in wellness-focused teams.
Use formal channels to document decisions and clarify expectations, and rely on informal exchanges for relationship building and problem-solving. As Joe Rak puts it:
"The ‘secret sauce’ is sincerity – connecting by listening, guiding and facilitating meaningful conversations."
To encourage informal interactions, incorporate small social moments into your routine. For example, start meetings with a few minutes of casual conversation or plan occasional team lunches where the focus is on personal connection rather than work. These practices naturally extend into shared physical and digital spaces, which play a vital role in team dynamics.
Using Shared Spaces for Better Communication
The right physical environment can enhance both structured check-ins and spontaneous collaboration. Flexible spaces that cater to diverse communication needs are particularly effective. Platforms like Humanly offer wellness professionals access to spaces designed for private one-on-one discussions or larger team meetings, ensuring confidentiality and comfort.
The medical coworking industry is growing rapidly, with a 16% annual growth rate. By 2025, over 50% of wellness-focused coworking spaces are expected to offer healthcare services, up from 36% in 2022, according to the Global Wellness Institute. These spaces not only provide the infrastructure for confidential conversations but also foster a sense of community and collaboration.
When designing or choosing a space, prioritize features that support both planned and spontaneous interactions. Ensure confidentiality with physical and digital security measures that meet HIPAA standards, making it safe to conduct sensitive discussions.
Virtual spaces are equally important. Dedicated channels on platforms like Slack or Microsoft Teams can act as ongoing communication hubs, allowing team members to share updates, ask questions, and stay connected between formal meetings.
Don’t overlook practical details like reliable technology for virtual participants, comfortable seating that encourages participation, and small touches like refreshments to create a welcoming atmosphere. For example, coworking communities like WorkLab in Texas and Denver’s Shared Health collaborative illustrate how specialized environments can support wellness professionals with both infrastructure and networking opportunities.
The goal is to create spaces – both physical and virtual – where team members feel comfortable during both structured discussions and casual interactions. These environments help build the trust and collaboration necessary for long-term success.
sbb-itb-b6e72a9
Conclusion: The Long-Term Benefits of Regular Check-Ins
The strategies and insights shared above highlight one clear takeaway: regular check-ins bring lasting benefits. For wellness professionals, these conversations strengthen teams, improve care delivery, and foster healthier work environments for everyone involved.
At the heart of these benefits lies trust. Trust is what powers effective collaboration, and it’s built through consistent, meaningful interactions. As one nurse case manager explained:
"Why do they trust me? It’s because I listen."
Active listening isn’t just a feel-good concept – it drives measurable results. Employees whose managers hold regular check-ins are nearly three times more likely to feel engaged at work. Similarly, individuals who participate in regular health monitoring are 70% more likely to experience positive health outcomes.
This impact is especially evident in addressing workplace wellness. With burnout rates at 43% and 80% of workers reporting negative effects from mental health challenges, regular check-ins offer a vital opportunity to intervene. These conversations help normalize mental health discussions, reduce stigma, and encourage people to seek support early – before small concerns grow into major issues. And when workplace wellness improves, so does the quality of care provided to clients.
Teams that prioritize regular communication consistently deliver better client outcomes. Collaborative practices enhance access to care, improve diagnostic accuracy, and streamline service coordination. The World Health Organization underscores this point:
"Collaborative practice happens when multiple health workers from different professional backgrounds work together with patients, families, carers and communities to deliver the highest quality of care across settings."
Trust, built through repeated positive interactions, plays a key role in these outcomes. As one vascular surgeon put it:
"The more you work together, the more you know what they want, and they know what you want. You just have trust in each other."
This trust creates a ripple effect. Teams become more efficient, adaptable, and client-focused. Communication improves, challenges are resolved more quickly, and the overall standard of care rises.
For professionals using flexible spaces like Humanly, regular check-ins ensure open communication thrives, even across different locations and schedules. These conversations foster a culture of collaboration that extends beyond traditional office boundaries.
Over time, the benefits of regular check-ins multiply. What begins as a weekly conversation evolves into a workplace culture defined by open communication, mutual respect, and shared accountability. Teams that embrace this practice don’t just navigate the challenges of modern healthcare – they excel, delivering better outcomes for both professionals and clients alike.
Regular check-ins are more than a task – they’re an investment in the future of wellness care, building stronger teams and ensuring lasting positive results.
FAQs
How do regular check-ins help build trust and improve communication in wellness teams?
The Importance of Regular Check-Ins for Wellness Teams
Regular check-ins are essential for building trust and improving communication within interdisciplinary wellness teams. These structured meetings create a reliable space for team members to share updates, tackle challenges, and align their efforts toward common goals. By encouraging open conversations, they help ensure everyone stays on the same page and works together effectively.
Frequent interactions also play a huge role in strengthening interpersonal relationships within the team. When individuals feel heard and valued, it fosters a sense of connection and trust – key ingredients for successful collaboration in complex wellness settings. Over time, this consistent practice not only improves teamwork but also leads to better outcomes for both the professionals involved and their clients.
How can regular check-ins promote psychological safety in a team?
The Role of Regular Check-Ins in Team Dynamics
Regular check-ins are an effective way to nurture a sense of security and trust within a team. By fostering open communication, you create a space where team members feel comfortable voicing their thoughts and concerns without worrying about judgment or criticism. Encouraging this openness helps normalize mistakes as part of the learning process, reinforcing the idea that taking risks is a natural and valuable part of growth.
These check-ins also serve as a platform for giving constructive feedback, acknowledging individual contributions, and showing genuine empathy. When everyone is given a chance to share their ideas and concerns in a structured way, it ensures that all voices are heard and valued. This approach not only strengthens trust but also boosts collaboration, leading to healthier team dynamics and better overall results.
How can teams balance formal and informal communication to build trust and improve collaboration?
Balancing Formal and Informal Communication
Striking the right balance between formal and informal communication is essential for building trust and fostering teamwork. Formal communication – like emails, reports, or presentations – provides structure, ensures clarity, and establishes accountability. It’s perfect for sharing key updates, documenting decisions, and outlining expectations. On the other hand, informal communication – such as casual chats or quick check-ins – creates opportunities to connect on a personal level, share ideas, and strengthen team dynamics.
Encouraging both styles of communication can create a more effective and collaborative environment. Leaders play a vital role in this by setting a clear tone through transparency and consistency in their messaging. When formal communication is used to provide structure and informal exchanges are leveraged to nurture relationships, teams can operate more efficiently and achieve stronger results together.