How to Run Effective Team Meetings

Coauthored by Scott J. Allen and Ron Riggio

Running a team meeting is an opportunity for displaying good leadership. You want to communicate effectively, motivate team members, and use the time productively and efficiently. Here are a number of “best practices” and suggestions for running an effective team meeting.

The Agenda

• Decide the main purpose of the meeting. Is it to make a decision, distribute information, or brainstorm? Make that main purpose known to participants.
• Keep and distribute the core agenda. Remove completed items, identify items not fully addressed, and add them to the next meeting agenda.
• Use time efficiently. Consider keeping the meeting to 20- or 45-minute blocks instead of 30- or 60-minute ones. This allows some “buffer” time.

Before the Meeting

• Send out the agenda 48 hours in advance. Remind participants what they need to bring and what and how they will participate (for example, ask them to provide one-minute updates).
• Invite only those who need to be at the meeting. Others can get the notes or can decide to attend if they feel the need.
• Assign a note-taker (for virtual meetings, an AI assistant can do this, but make sure to double-check all notes for accuracy).
• Arrive 10 minutes early to make sure technology is working and to allow you to greet and connect with attendees.

During the Meeting

• Remember that you are facilitating the flow of the meeting. Don’t get sucked into the discussion or distracted. Keep things moving and on time.
• Begin on time, and don’t waste valuable meeting time to “bring latecomers up to speed” (unless it is absolutely necessary).
• Consider beginning with a quick round of good news and “wins.”
• Anticipate a timebox for each item (“We have eight minutes for this one”). Make it clear when you have to adjust the timeline if additional minutes are needed on an item.
• Name a decision when one is made (“OK, we have decided to…”).
• Assign an “owner” and a timeline on each action item. Say this out loud before moving on to the next item.
• Watch for silence. Ask directly for input if someone hasn’t spoken on a topic that affects them.
• At the conclusion, summarize the accomplishments and the significant action items moving forward.
• End on time. Park leftover items for a follow-up rather than letting the meeting run long.

After the Meeting

• Send the notes/minutes out immediately.
• Send reminders to people assigned action items.
• Periodically, ask one person for honest, unfiltered feedback on the meeting. Entertain their suggestions for improvement.

Common Meeting Pitfalls

• Is a meeting necessary? Could it have been a one-on-one or an email?
• Letting unhelpful behaviors slide. If left unaddressed, arriving late, being unprepared, or dominating a discussion can become the norm.
• Don’t skip the recap/summary, or action items won’t get done.
• Don't let the meeting run over because of poor facilitation. You are in charge.