Running good meetings

Have you ever been in a meeting where you just couldn’t stay engaged? Maybe you were tuning out or daydreaming? It happens all too often, and it’s usually because the meeting leader hasn’t considered the needs of the participants. First, ask yourself: Why are people in the meeting? Make sure you invite only those who need to be there. People generally don't want to attend extra meetings, and the last thing you want is for people to feel like they’re wasting time. Meetings should be short, relevant, and actionable.

Running a good meeting

Meetings aren’t going away anytime soon, but how do you ensure that they’re effective, informative, and useful? Let’s go back to basics. First, be clear on why you’re calling the meeting in the first place. What’s the purpose? Are you trying to make a decision, brainstorm ideas, or share important updates? Understanding the goal of the meeting helps everyone stay focused on what needs to be accomplished. Next, ask yourself: What does meeting in person (or virtually) offer that an email couldn’t? If an email or a quick message would suffice, consider skipping the meeting. Meetings should add value by encouraging collaboration, discussion, or providing an opportunity to tackle complex issues that need real-time interaction. Keep it purposeful and make sure that the meeting format is the best choice for the task at hand.

1. Be purposeful and focused. Clearly define the meeting's purpose—whether it's tactical, strategic, or informational—and know what you want to accomplish by the end.

2. Prepare and share an agenda in advance. Have data, ideas, and examples ready. Ensure everyone understands their role in the meeting and set expectations upfront. An agenda helps participants understand the scope and prepare their thoughts and questions.

3. Engage the group and highlight the importance of the meeting. If people aren’t engaged, you’re wasting everyone’s time. Encourage lively debate and opposing views, but stay respectful and passionate about your points.

4. Define actions and next steps. A meeting that ends without clear follow-up feels unproductive. Everyone should leave knowing their responsibilities—whether it’s executing an action plan, gathering data, or sharing information.

5. Make a commitment and leave with a shared sense of purpose. Even if you disagreed during the meeting, once decisions are made, stand by them. Avoid undermining the collective decision by complaining afterward.

Finally, don’t focus too much on the clock. While meetings can end early without issue, I've seen too many meetings wrap up "on time" without fully accomplishing their goals. It's important to manage time and steer the meeting if it starts going off track, but make sure to finish what needs to be done rather than leaving things unresolved or scheduling another meeting.