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We’ve all been in them: meetings that run too long, conversations that go in circles, and discussions where only a few people do most of the talking.
Meetings don't have to be that way.
Whether you're leading a weekly team meeting, bringing people together to make a decision, or planning a big project, a few simple changes can make your meetings more focused, inclusive, and useful.
Here are five tips to help you lead better meetings.
Before you create an agenda, ask yourself one simple question:
What do we need to accomplish by the end of this meeting?
Are you making a decision? Solving a problem? Sharing information? Getting input from the group?
Be specific. “Talk about the project” isn't a clear goal. “Agree on the next three steps for the project” is.
Once you know what you want to accomplish, you can build the meeting around that goal. If something on the agenda doesn't help you get there, consider leaving it off.
Tip #1: Put the purpose of the meeting at the top of the agenda so everyone knows why they're there.
In many meetings, the same people tend to speak up while others stay quiet. That doesn't necessarily mean the people who are talking have the best ideas or that everyone else agrees.
Give people different ways to participate. Ask a question and give everyone a minute to think before opening the discussion. Use a poll or chat. Break into smaller groups. Ask people to write down their ideas before sharing them.
The goal isn't to make everyone talk. It's to create opportunities for everyone to contribute.
Tip #2: Instead of immediately asking, “What do you think?” give people a minute to think or jot down their thoughts first.
A good meeting leader does more than move through the agenda. They pay attention to how the conversation is going.
Is the group stuck on one topic? Are people talking over each other? Has the conversation moved far away from the original question? Does the group seem confused about what you're trying to accomplish?
When you notice something isn't working, pause and address it.
You might say, “I think we're getting a little off track. Let's come back to the question we're trying to answer.”
Or, “We've heard from a few people. I'd like to hear from anyone who hasn't had a chance to weigh in.”
You don't have to follow the agenda exactly as written. Sometimes the best thing you can do is change course based on what the group needs.
Tip #3: Take a quick look around the room (literally or virtually) and ask yourself, How is this meeting going right now?
Take a meeting from “good” to "great" by making sure all participants have a chance to be heard.
If someone has been talking a lot, give others an opportunity to jump in. If someone hasn't spoken, invite them to share but don't put them on the spot if they don't want to.
Also, don't be afraid to slow down when there are different opinions. Asking questions like, “What are we missing?” or “What other perspectives should we consider?” can lead to better decisions.
Creating space for different viewpoints doesn't mean every idea will be used. It means people know their perspective matters.
Tip #4: Before moving on from an important decision, ask, “Is there a perspective we haven't heard yet?”
A good conversation is great. But if everyone leaves wondering what happens next, the meeting hasn't accomplished much.
Before you wrap up, take a few minutes to review:
Be clear about these things before everyone signs off or walks out the door.
You can also ask a quick closing question, such as, “What's one thing you're taking away from today's conversation?”
Tip #5: Protect the last five minutes of your meeting for next steps. Don't let the conversation run right up to the end.
When meetings are designed with purpose, people are more likely to stay engaged and more likely to leave feeling like their time was well spent.
You don't need to completely redesign every meeting to make it better. A few small adjustments can take your meetings to the next level.
