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A ghost on the team? A dozen ways to deal with unresponsive team members–without losing your cool

Working with others is part of life–there is no getting away from it. It is tough to work effectively with others, however, if team members don’t show up. In this post, we share a dozen ways to navigate working with unresponsive team members. (Estimated reading time: ~3 minutes)

By Chantal Lécuyer, Getahun Lombamo, Sheryl Mills, and Schroder Sattar

Introduction

We have all had the experience of team members disappearing—or not showing up in the first place. In IPECT-facilitated events, which run over a given period of time, it is important to get things started right away. We are talking about responding to emails in hours, not days, for example. The same principle also applies to collaborating with colleagues when caring with patients or working on research projects. Here are some practical, people-friendly tips to help get and keep team members engaged, working together, and moving forward. 

A dozen ways to deal with unresponsive team members

  1. Start with empathy, not assumptions
    Before jumping to conclusions, consider what might be going on. Be curious. Maybe your colleague is overwhelmed, juggling multiple responsibilities, or dealing with something personal. A simple check-in like, “Hi, I noticed you’ve been quiet on this project—just wanted to see if everything’s okay,” can go a long way. You’ll show that you care about them as a person, not just their output.

  2. Be clear and direct
    Sometimes, unresponsiveness stems from unclear expectations. Make sure your communications are concise and specific. Instead of a vague, “Let me know your thoughts,” try: “Can you send me your feedback on the proposal by Thursday at noon?” A direct ask gives people a clear action and deadline to work with.

  3. Use multiple communication channels (when possible)
    Not everyone checks email regularly. Some prefer Slack, Teams, Whatsapp, or even text for quick updates. If someone isn’t responding through one channel, try another—but don’t bombard them. A polite nudge in a different format might be all it takes.

  4. Set team norms early on
    Establish ground rules together from the beginning. Get on the same page. This could include expectations around response times, meeting attendance, and collaboration tools. When everyone is on the same page, it’s easier to hold each other accountable later.

  5. Make meetings more engaging
    If people are skipping meetings, ask yourself—are they worth attending? Keep meetings short, focused, and relevant, and don’t forget to be human together as well. Laugh and learn about each other. Try rotating roles (like note-taker or discussion leader) to encourage involvement. And always send a follow-up summary for those who couldn’t make it.     Check out "Keeping Collaborative Writing Projects Afloat" for more tips. 

  6. Follow up—but strategically
    If someone misses a deadline or doesn’t reply, give them a gentle reminder. If it happens repeatedly, escalate calmly. You might say, “I’ve followed up a couple of times and haven’t heard back—can we set a quick time to chat and make sure we’re aligned?” This approach is respectful while signaling the issue needs attention.

  7. Recognize and encourage participation
    People are more likely to engage when they feel appreciated. Give shout-outs during meetings, send thank-you notes, and be sure to celebrate even the small wins. Positive reinforcement builds momentum and team morale.

  8. Create a shared accountability system
    Use a shared task board (like Trello, Asana, or even a simple Google Doc) where each member’s responsibilities and deadlines are visible. This promotes transparency without micromanagement and makes it easier to identify where bottlenecks are happening.

  9. Offer flexible ways to contribute
    Some people aren’t comfortable speaking up in live meetings, but may prefer to share thoughts in writing. Encourage feedback and contributions in different formats—voice notes, chat threads, shared documents—so everyone can contribute in a way that suits them.

  10. Know when to involve a third party
    If someone’s unresponsiveness is seriously affecting the team and private efforts to resolve it have failed, it might be time to involve a facilitator or supervisor. Frame it as a step toward support and resolution, not punishment.

  11. Reflect and adjust your own approach
    Sometimes, communication styles or leadership habits unintentionally contribute to silence. Ask yourself: “Am I being approachable? Do I give others enough time and space to respond?” A little self-awareness can go a long way in improving team dynamics.

  12. Keep a “Plan B” in your back pocket
    If a deadline is critical, have a backup plan. Build in buffer time or designate a contingency contact. This reduces stress when someone goes MIA and helps the project keep moving without drama.

Final thought: it’s a team, not a tug-of-war

Dealing with unresponsive team members is tough, but the goal isn’t to shame or blame—it’s to reconnect and collaborate. By setting the tone with empathy, establishing clear expectations, and fostering a positive team culture, you’ll encourage participation and, to keep your projects (and sanity), you can turn silence into teamwork.