Leading effective meetings: Mastering the art

27 Jun 2022 | Business & Strategy

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Hooshang Bakht

Brego Business was started with a mission to make entrepreneurship easy. Our goal is to help business owners grow and scale without having to deal with the day-to-day stress of running a business. We specialize in providing services that help business owners grow their businesses, including search engine marketing (SEM), social media marketing (SMM), LinkedIn marketing, video production, accounts receivable (AR), accounts payable (AP), internal audit, VCFO, and recruitment. We have helped more than 500 brands grow their businesses. We work closely with the clients to understand their unique needs and develop customized strategies that deliver measurable results.

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How to Lead an Effective Meeting

Efficient meeting tips are essential for any leader to ensure that the meeting is productive and engaging. No one likes a meeting that drags on, accomplishes nothing, and leaves everyone feeling frustrated. As a leader, you must take charge and plan the meeting meticulously to ensure it is successful. Here are some crucial efficient meeting tips that you can use to lead an engaging and productive meeting:

  1. Set clear goals and objectives for the meeting
  2. Invite only the relevant attendees to the meeting
  3. Prepare an agenda and share it with the attendees in advance
  4. Allocate specific time slots for each agenda item
  5. Encourage participation and collaboration among the attendees
  6. Avoid discussing unrelated topics
  7. Assign action items to specific individuals and set deadlines
  8. Recap the meeting and follow up with the attendees to ensure that action items are completed

By following these efficient meeting tips, you can lead a successful and productive meeting that engages the attendees and achieves the desired results

Prepare Beforehand and Create a Meeting Agenda 

Preparation is a requisite for an effective team meeting. Create a meeting agenda and share it and other background materials with the attendees beforehand. A meeting agenda identifies the priority topics and goals for the meetings. It contains the “topics” for team meetings at work. It is applicable whether it is a one-o-one or a large group meeting. This will give all the attendees a chance to prepare and contribute. It also provides structure to a meeting that is necessary for its success.

Curate the Attendees List

Efficient meeting tips suggest that only inviting those people who are required is crucial to save time and increase productivity. By not inviting additional people, you can avoid unnecessary complexities and chaos, which can extend the meeting time and make it an unorganized mess. Therefore, it is essential to invite only those team members who are necessary for the meeting’s agenda to ensure an efficient use of everyone’s time.

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Let all Attendees Contribute and Collaborate 

Efficient meeting tips can help make staff meetings more productive and engaging. One way to do this is by encouraging collaboration among all attendees. To achieve this, it’s essential to create a welcoming environment where everyone feels comfortable sharing their ideas and asking questions. Never belittle or dismiss any idea, and ensure that every member contributes to the discussion. You can prevent dominant or talkative members from taking over the meeting by being assertive but courteous and involving everyone in the conversation. Also, remember to ask quieter members to share their opinions and ideas. It’s crucial to watch out for interruptions and allow members to finish their thoughts if they were cut off during the interaction. By implementing these efficient meeting tips, you can make your staff meetings more productive and engaging for everyone involved.

Start and Finish on Time 

Leading effective meetings is all about possessing effective meeting skills that allow you to respect the attendees’ time and maximize productivity. The key to mastering effective meeting skills is to start and end the meeting on time, without wasting anyone’s valuable time. Being efficient in conducting meetings and respecting attendees’ schedules is crucial. Moreover, effective meeting skills involve keeping the meeting concise and to the point. Ideally, a meeting should not last longer than an hour to maintain attendees’ focus and attention.


Creating a collaborative and welcoming environment is another essential aspect of effective meeting skills. This involves encouraging every attendee to participate and contribute, regardless of their communication style or personality. It’s important to prevent aggressive or talkative members from dominating the conversation, while also prompting quieter members to share their thoughts and ideas.Maintaining assertiveness and courteousness while minimizing interruptions is crucial to effective meeting skills. It’s essential to stay on track with the agenda and prevent the meeting from deviating from the intended purpose. All in all, possessing effective meeting skills involves respect, efficiency, collaboration, and assertiveness, and it can significantly improve the outcomes of any meeting.


Appreciate & Acknowledge 

Leadership skills for effective team meetings include appreciating your team members and subordinates during the meetings. Public praise works wonders for employee morale and raises productivity. It also encourages other members to work hard or emulate the best practices of the organization.

Takeaways and Follow-Ups

Email the minutes of the meetings, the key takeaways, agreed-on action items, and decisions arrived at. Keep track of the action items and assignments agreed to during the meeting. This should not be vague. Make sure that everyone has clarity on these and assign the tasks to specific members. Follow up after the meetings and ensure that they are acted upon. Hold the members accountable for their commitments and mention this during the next meeting.

 Ask for Feedback

Ask for feedback from the attendees on the meeting. Ask them for their suggestions to make meetings better. Ask them for their honest opinions and take them constructively. The questions you put can be on the lines of the duration of the meeting, the effectiveness of the meeting, and what was the favorite or the least favorite part of the meeting. You can also print a scorecard and ask the members to rate the meeting anonymously on the above pointers. The feedback will help you plan better and more effective meetings in the future.

Leadership Skills for Effective Team Meetings

Other than the above pointers, use these leadership tips to effectively lead a team meeting.

  1. Be diplomatic and do not shout or chastise anyone for being late to the meeting.
  2. Use humor to keep the proceedings light but do not use off-color jokes. These include jokes about sexual innuendo, ethnic jokes, or making fun of a disability.
  3. Do not use sarcasm or deviate from the topic, instead give clear answers related to the meeting.
  4. Do not pick on your subordinates, criticize other departments or higher management.
  5. Do not delegate planning the meeting agenda to your subordinates or assistants. As you have the meeting, so it is your responsibility.


So, these were some pointers on how to lead an effective meeting? Meetings are excellent opportunities to collaborate with your team members, identify clear goals and decide on future targets. Use these tips to lead your next meeting effectively.

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Frequently asked questions

What are some tips for leading effective meetings?

Some tips for leading effective meetings include setting clear objectives and agendas, inviting the right participants, starting and ending on time, and following up with action items.

How can I make my meetings more efficient?

To make your meetings more efficient, try to keep them as short as possible, eliminate unnecessary attendees, stay focused on the agenda, and avoid getting sidetracked by tangential topics.

What are some common mistakes to avoid in meetings?

Common mistakes to avoid in meetings include failing to prepare an agenda, allowing discussions to get off track, failing to engage all participants, and failing to follow up on action items.

How can I improve my meeting facilitation skills?

To improve your meeting facilitation skills, focus on active listening, encouraging participation from all attendees, summarizing key points, and using visual aids to convey information.

How can I ensure that my meetings are productive?

To ensure that your meetings are productive, focus on establishing clear goals and objectives, keeping attendees engaged and on task, and ensuring that action items are assigned and followed up on.

How can I manage conflicts that arise during meetings?

To manage conflicts that arise during meetings, stay neutral and objective, encourage open communication, and work collaboratively with all attendees to find a resolution.

What are some effective techniques for brainstorming during meetings?

Some effective techniques for brainstorming during meetings include using visual aids, encouraging creativity, avoiding judgment or criticism, and focusing on quantity rather than quality of ideas.

How can I keep my meetings engaging and interactive?

To keep your meetings engaging and interactive, use icebreakers and team-building activities, encourage participation and discussion, and provide opportunities for attendees to contribute their ideas and perspectives.

What are some ways to ensure that meetings stay on track and focused?

Some ways to ensure that meetings stay on track and focused include establishing ground rules, keeping the discussion focused on the agenda, and using a timer to stay on schedule.

How can I follow up after meetings to ensure that action items are completed?

To follow up after meetings and ensure that action items are completed, send out meeting notes and action items to all attendees, establish clear deadlines, and hold participants accountable for their assigned tasks.