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.

1. 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.

2. 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.

3. 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.

4. 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.

5. Watch the “Any Other Business” trap. From experience, tons of topics can be covered by email or a quick phone call outside the meeting.

6. Always leave five minutes at the end to recap key takeaways and decisions.
7. Finally, thank people for their presence and punctuality. And remember: as facilitator, you control the climate.

Have a great meeting!