Running a meeting? Be prepared!
You can’t really avoid meetings in the business world. Whether in person or online, the way you run yours decides everything: are you just wasting time or making actual progress?
Here are some tips on leading smoother, sharper, and more productive meetings.
- Right off the bat, you need to define your meeting. There are three main types: information-sharing, discussion, and decision-making. Of course, there can be some overlap. You can talk it through before landing on a decision. But knowing the type will help you lead with impact and clarity.
- Signal the start and grab attention with a sharp intro. Try this formula:– Welcome warmly. Greet people with energy.
– Frame the context. Why are we here?
– State the goal. What are we setting out to accomplish?
– Clarify the time window. Not everyone reads the invite.
– Present the agenda. Keep it realistic, not wishful.
– Start with the most important points. - Your job as facilitator isn’t just to manage. It’s to create an atmosphere where people feel heard, engaged, and invested. One technique I use in training sessions is a simple ball toss game I call Pass It On. Each person gets the ball and has a short window to share. It works like a charm for participation and energy.
- Don’t restart for latecomers. It’s not fair to those who arrived on time, and your participants will appreciate you for keeping things moving.
- Watch the “Any Other Business” trap. From experience, tons of topics can be covered by email or a quick phone call outside the meeting.
- Always leave five minutes at the end to recap key takeaways and decisions.
- Finally, thank people for their presence and punctuality. And remember: as facilitator, you control the climate.
Have a great meeting!
