The art of holding meaningful meetings

No matter how far along you are in your career, you can’t avoid the inevitable—a poorly-run meeting. Whether it’s a matter of not having a set agenda or lacking a clear end time, meetings without direction are purposeless.

Why it matters: By being strategic and preparing yourself, you can hold more effective and meaningful meetings that benefit everyone involved.

#1 Know your audience

When you’re preparing to lead a meeting, it’s important to know who you’re talking to. Based on the person or group, you can anticipate how they’ll react to the topic being discussed. “Some people may love asking a lot of questions, which can sometimes become a distraction,” said Joe Lange, CCE, ICCE, CCRA, senior credit manager at Brenntag North America, Inc. (Wauwatosa, WI). “In these cases, it’s important to be flexible—either answering questions immediately or acknowledging them and coming back to them later. As a leader, learning how to command the room makes you more promotable, a better leader and more respected by both your peers and subordinates.”

#2 Encourage participation

Meetings with leadership or higher-level professionals can be intimidating for some people. They may be afraid to ask a question because they are worried about how they may be perceived. “Encourage everyone to ask questions because it will not only help them learn, but it will help them further progress in their role,” said Patricia Schneider, CBA, credit advisor at Cardinal Health, Inc. (Dublin, OH).

Have someone who knows more about the topic help you lead the conversation to keep your audience engaged and informed. “A lot of times, I’ll ask different members of our team to participate in a call to explain different aspects of our job and things we’re seeing that we can correct or remediate with our team,” Schneider said.

#3 Follow up

Following up after meetings helps keep vital information from getting lost in the meeting shuffle and enhances understanding. For instance, a follow-up can accomplished by sending an email detailing the key points discussed and answers to questions asked. Merry Duan, executive director, financial reporting at St. Louis Community College (St. Louis, MO), closes each meeting with a summary of key decisions and deadlines, followed by a written follow-up. “I also share concise meeting notes with action items and decisions to ensure accountability and alignment,” she said.

#4 Set a schedule

If your meeting agenda includes multiple topics, it is advisable to schedule them strategically to ensure the discussion remains focused and on track. “Staying on schedule without cutting off important discussions requires balance,” Duan said. “I allocate specific time slots for each agenda item and hold everyone accountable for staying within those limits. Additionally, I act as a moderator, keeping discussions on track and ensuring balanced participation.”

#5 Be brief

It’s important to concisely deliver your message in meetings. Talking for too long or thinking out loud can make meetings feel longer, disengaging or even frustrating for your audience. It helps to use a technique called bottom-lining, to get to the issues quickly, to deliver a more powerful message, encourage feedback and have meaningful discussions.

The bottom line: Whether addressing one person or a team of 30, preparation is key to effective meetings. Strategic planning ensures purposeful sessions and keeps participants engaged.