It’s easy to imagine a workplace where everyone feels respected, valued, and empowered to contribute. But in the fast-paced world of project management, where deadlines are tight, stakes are high, and decisions need to be made quickly, the human side of things can easily be overlooked. So how do you, as a project manager, ensure every voice is heard and every perspective counts?

If you’re a project manager, inclusion (1) isn’t just a feel-good initiative—it’s your secret weapon for driving collaboration, innovation, and success. Let’s explore why inclusivity matters and how you can lead with it in mind 🚀.

Why Inclusivity Matters in Project Management

We all know that a project manager’s job is to get things done—fast. But what if I told you that embracing inclusivity can actually help you meet those deadlines, stay under budget, and improve team morale in the process?

Inclusive project management is more than a buzzword—it’s a game-changer. Research shows inclusive teams make decisions faster and are 3X (2) more likely to outperform peers on innovation. Diverse perspectives lead to better problem-solving, increased creativity, stronger team morale and even financial benefits (3). Project managers are at the intersection of strategy, people, and execution. An inclusive approach encourages open communication, fosters psychological safety, and enables a team to collaborate in ways that lead to better results, even under pressure.

Think about it: if your brilliant idea got steamrolled in a meeting, would you bother speaking up next time? Probably not. When team members feel seen, heard, and valued, collaboration flourishes and people are more motivated to go the extra mile. This is the foundation of high-performing teams—and better project outcomes 📈.

How to Build an Inclusive Project Team Culture

Here’s your inclusive project management toolkit, packed with real-world examples and tips.

👂💬 Listen Like You Mean It

Active listening is more than nodding along in meetings. Create a culture where everyone knows their input matters. For example, you could introduce a “round-robin” approach where each team member shares their thoughts before open discussion while respecting the “No one speaks again until everyone has spoken at least once” rule. It can give quieter team members a platform—and sparked fresh ideas.

Encourage two-way communication and instead of just sharing updates or decisions, ask for input. Consider the communication channels you are using and cater to differing preferences. Pay attention to offhand comments in Chats or side conversations; they might be golden insights in disguise. A quick poll asking, “Does this make sense?” can uncover hidden miscommunications.

🛋️✍️ Host Meetings Like a Pro

Have you ever been in a meeting where one person dominates, while others sit silently, unsure if they should chime in? Don’t let this be your meeting. You could start discussions with junior team members or quieter voices to avoid groupthink. You can use anonymous brainstorming tools like Miro to give everyone a chance to shine.

Structured communication and clear processes can also help neurodiverse team members thrive—sharing agendas in advance, keeping instructions straightforward, and providing quiet workspaces all make a significant difference.

❤️‍🩹🤲 Foster Empathy

Empathy is something you cultivate. And just like a plant, it needs regular attention. To really foster empathy, take time to understand your teammates' unique working styles. Does someone need quiet time to focus, or are they energised by collaboration? Is one person a morning person who thrives with a 9 a.m. team huddle, while another is more productive during late-night brainstorming sessions? Listen to how your team prefers to work, and adjust your approach accordingly. It’s about meeting people where they are, not forcing them into a one-size-fits-all mould. Embrace these differences—it’s not only good for team morale, but it can also lead to better results. Remember, empathy is the foundation of collaboration.

🕒🌍 Respect Time Zones and Cultures

Working with global teams? Be mindful of schedules. A 3 p.m. meeting for you could mean midnight for someone else. Rotate meeting times when possible and make key content—like agendas, recordings, and summaries—available asynchronously. Inclusivity doesn’t stop at scheduling.

You can also celebrate team milestones in culturally relevant ways—yes, that could include sending Diwali treats to the Indian team and Thanksgiving pies to the U.S. team.

🧠🗣️ Check your Biases and Language

Unconscious biases sneak into decisions, influencing decisions like who gets the toughest assignments or who’s invited to critical discussions. Before making a call, pause and ask: “Am I basing this decision on facts or assumptions?”.

Language matters too. It's not just about the words you choose, but also about how you say them, to whom, and when. Pay attention to what you're communicating, and remember that a message can be understood in many different ways. What may seem casual to you could be received as formal or even dismissive by someone else. Use inclusive language, too. A small shift—like using “team” or “everyone” instead of “guys”—can make all the difference. Skip the jargon, keep language clear, and focus on accessibility so everyone stays in the loop.

🎙️📝 Gather Feedback

Inclusivity means creating opportunities for input and growth, so actively seek feedback. Ask yourself, “Whose perspectives are missing here?” Simple methods like surveys, anonymous suggestion boxes, and one-on-one check-ins can help ensure every voice is included. As a project manager, approach this with genuine curiosity—try to understand how someone different from you experiences the same team dynamic. If someone highlights an oversight, listen, and respond with something as simple as, “Thank you for catching that.”

Take inspiration from Pixar’s Brain Trust (4), where colleagues with diverse expertise and empathy provide honest, constructive feedback in a collaborative setting. The focus isn’t on critiquing people but on improving the work, fostering creativity through candid yet respectful discussions. Crucially, the project leader isn’t obligated to act on every suggestion but decides which resonate most. This encourages open sharing without fear, creating a safe space where collaboration thrives over competition.

🌱🤝 Foster Mentorship

Mentorship helps level the playing field, especially for underrepresented team members. Assign senior mentors to junior employees, paying attention to diversity in pairings. This creates opportunities for personal and professional growth, while also giving mentees a safe space to ask questions and share challenges.

🎉🏆 Celebrate Achievements

Recognition isn’t just a nice gesture—it’s a powerful motivator. Celebrate milestones in ways that reflect your team’s diversity. Highlight contributions publicly and ensure no one’s effort at any level goes unnoticed. Encourage “shoutouts” and “appreciation showers” in team meetings, where colleagues can celebrate each other’s efforts to boost morale and encourage mutual appreciation.

Pitfalls to Avoid (and How to Sidestep Them)

Inclusivity is a journey, not a checkbox. Watch out for these traps:

• Thinking Inclusion Means Consensus: Being inclusive doesn’t mean avoiding tough calls. It’s about listening to input, not about always agreeing.
• Only Engaging with “The Usual Suspects”: Don’t let the outspoken dominate. Structured input ensures everyone contributes and gets offered equal opportunities for professional growth.
• Disregarding Emotional Concerns: No camera on? Unusual sensitivity? Ignoring emotions leads to disengagement and sickness. Don’t let short-term goals undermine long-term success. Check in regularly and foster a culture where it’s okay to talk about stress, fatigue, or concerns.
• Tokenism: Don’t assign tasks based on stereotypes (e.g., assuming Magali is “good at PowerPoints” because she’s in Marketing).

Take Action Today

Inclusivity isn’t just good for your team—it’s good for you. Leading a team where everyone feels seen, heard, and valued is not only fulfilling but also a strategic advantage. So, embrace inclusivity. Start small. Adjust often. And remember: the cake tastes better when everyone gets a slice—and maybe seconds.

So what’s one step you’ll take today? Will you tweak your meetings, challenge your biases, or celebrate a teammate’s win? Stay consistent, and watch your projects—and your team—thrive 🌟

Notes

1) At Zalando, inclusion is about creating an environment of respect and connection with each other that recognizes perspectives and contributions fairly and equitably—fostering a space where diverse needs, knowledge, expertise, insights and ways of working hold value without requiring anyone to fight for validation and representation. Find out more here.

2) https://www.kornferry.com/insights/featured-topics/diversity-equity-inclusion/the-importance-of-inclusion-in-the-workplace

3) https://www.growthforce.com/blog/business-workplace-diversity-revenue#:~:text=The%20study%20found%20that%20the,26%25%20of%20total%20revenue

4) https://medium.com/great-business-stories/lessons-from-pixar-1-the-braintrust-e306843a5153