Your team member keeps missing meetings
Example situation
A team member missed the morning standup on Monday and Wednesday. On Thursday, a colleague learned that the file they were waiting for needed an approval nobody had arranged.
Our recommendation
Ask what prevented attendance and what information the team missed. Check whether the team needs discussion or written updates. Resolve calendar conflicts, agree on participation, and act on dependencies. Review coordination as well as attendance.
If you are the manager
Ask about the missed meetings and delayed approval separately: “What was happening at nine on Monday and Wednesday?” Then ask when the team member knew approval was needed and how they tried to obtain it.
Check the meeting's purpose with the team. If colleagues need to resolve dependencies together, explain the contribution this person needs to make. If updates are read aloud without decisions, change the agenda or use a written update. Resolve recurring calendar conflicts.
“Tell us which decision or dependency could delay your next task. If you cannot attend, post it before the meeting and say who needs to respond.” Agree on how to send urgent requests between standups.
When the person identifies a dependency, act during the meeting: “Dana, can you confirm the approval today? Alex needs it before testing.” Check that someone accepts the action and follows through. Review whether decisions happen in time and whether the meeting still needs the same participants.
If you are the team member
Explain the conflict or what makes the meeting unhelpful, using an example. Propose how colleagues can get the information or decision they need from you.
Until a different arrangement is agreed, follow the participation expectation and give notice when you cannot attend. Send urgent requests to the person who can act and follow up if unanswered.
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