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How Leaders Run Successful Meetings: 10 Tips and Tricks

Oct 3, 2022

As a business leader, what is one tip/trick for running a successful meeting?

To help you adopt the best approach in running meetings successfully, we asked CEOs and business leaders this question for their best insights. From allowing your team to contribute in advance to using friendly communication during meetings, there are several tips that are useful for any business leader seeking to conduct successful meetings.

Here are 10 tips these leaders follow to run successful meetings:

  • Allow Your Team to Contribute in Advance
  • Pep Things Up With a Brainstorming Session
  • Create and Share a Clear Agenda for the Meeting
  • Pay Attention to Who You Ask to Attend
  • Engage Everyone
  • Kick-Off With Dialogue that Supports Team Trust
  • Leave Smartphones at the Door
  • Send Out a Meeting Announcement Early
  • Leave Room in Your Schedule for Questions
  • Use Friendly Communication During the Meeting

Allow Your Team to Contribute in Advance

To have a successful, collaborative meeting, offer your entire team the opportunity to suggest topics or ask questions beforehand. This can be done simply on a project-management task or even on a Google sheet. Start by stating the main purpose of the meeting, and then encourage your employees to add sub-topics and put forth any questions or comments they may have. This will keep everyone engaged by feeling they’ve actually contributed to the meeting, rather than just be an “attendee.”

Shaun Price, MitoQ

Pep Things Up With a Brainstorming Session

A successful meeting requires every participant to contribute to the outcome, and one way to get the adrenaline flowing is to have a brainstorming session where everyone in the meeting can share their viewpoints. In addition to adding to the energy in the room, this move will also give team members the chance to present their ideas without feeling conscious about how they’ll play out in the long run. After all, brainstorming is all about coming up with ideas, no matter how vague, so that every thought and notion can be explored.

Riley Beam, Douglas R. Beam, P.A.

Create and Share a Clear Agenda for the Meeting

Prepare and send out a clear agenda before the meeting starts. This will help the meeting stay on track and ensure that all of the topics that need to be discussed are covered. It is also helpful to provide a brief overview of each topic before the meeting starts so everyone is on the same page. Having discipline around creating an agenda for each meeting may sound like a lot of work, but that’s actually a very good thing, since it leads to fewer, but much higher quality meetings. One thing that employees commonly complain a lot about is too many unnecessary meetings and too much time wasted. So by having a laser focus on the topics that are truly relevant for the meeting, you’ll be able to get to the core of the matter much faster, and everyone will appreciate that.

Matthew Ramirez, Paraphrase Tool

Pay Attention to Who You Ask to Attend

Many business leaders spend a lot of time on setting up their meeting agenda, but give little thought to who should be in attendance, yet by making it exclusive you will have a greater likelihood of it being successful. The people in attendance can have a dramatic impact on a meeting in everything from its focus to meaningful engagement, and making it a catch-all in terms of who is requested to be there can water down the presentation’s effectiveness. Making sure those who are asked to attend have relevant knowledge, have responsibilities related to the topic, will be involved in agenda implementation, and can contribute points that add to the presentation, is as critical to the meeting’s effectiveness as any material or discussion points. By spending as much time evaluating who you want to be at the meeting as you do setting up your presentation, you will better ensure the engagement of those in attendance and its overall success.

Adelle Archer, Eterneva

Engage Everyone

Find a way to engage everybody at the meeting. No one wants to spend time at a meeting just to keep a chair warm, and if they sit there the whole time without saying a word, you haven’t done your job in leading the meeting. Everyone should have something to offer, or they shouldn’t be there. Make sure to touch base with each participant and see what they have to contribute. They’ll feel engaged and appreciated, and you won’t be leaving any valuable input on the table.

Marcus Hutsen, Patriot Coolers

Kick-Off With Dialogue that Supports Team Trust

Kick it off with an opportunity for people to share what is going well and areas they wish to take the initiative to improve to support team trust. This is the most critical element for teams to achieve their goals, so it’s important to cultivate trust in each interaction and meeting. Behaviors that erode trust include micromanaging, failure to share information, gossip, comparison of colleagues, and toxic productivity. Instead, allow your team to thrive by embodying a culture of learning, growth, and collaboration so people feel it’s okay to fail, share progress with others, and cheer on teammates’ success. When trust-building is a priority in meetings, all stakeholders can raise issues and ideas without fear of retaliation.

Tommy Chang, Homelister

Leave Smartphones at the Door

Require everyone to leave their smartphones at the door. Smartphones are supposed to be a convenient productivity tool, but I’ve noticed that they ultimately get in the way of collaboration and creativity more than they help it. I can’t tell you how many times I’ve referred to my phone to aid in work, but then became sidetracked by a text or voice message, or a juicy piece of news. Meetings should only last about 30 minutes anyway: People should be able to live without their phones for that long.

Asker Ahmed, iProcess

Send Out a Meeting Announcement Early

Give early notice. One important but often overlooked key to running a successful meeting takes place before it even begins. If you want to be a good host, you need to announce the meeting with plenty of advanced notice. Sending out a timely announcement and reminders about your agenda helps ensure that your attendees can be there and sets a good tone for the rest of your meeting.

Rachel Reid, Subtl Beauty

Leave Room in Your Schedule for Questions

Don’t forget to leave time for clarifications. When you’re outlining a meeting agenda, there’s internal pressure to ensure you have enough material and that you’re not leaving out anything relevant. But it’s also important to build time into that schedule for questions. Most meetings are not so clear that no one needs clarification in any area. If you fill your agenda to the brim, you risk running over and delaying people getting to their next commitment. It’s better in the long run to have that gap built in.

Vimla Black Gupta, Ourself

Use Friendly Communication During the Meeting

Meetings are typically serious affairs, especially if objectives and agendas are closely followed. To maintain a good environment and promote a sense of collaboration and relationship building, allot a few minutes at the start and end of each meeting for some small talk, questions, and other chit-chats. A serious topic can be made more entertaining and interactive by using humor. Always be kind in your communication, encourage laughter or pleasant contact, and remember that meetings are still social gatherings. Keep meetings on schedule, but provide time for personal interaction.

Shad Elia, New England Home Buyers

Markitors

Filed Under: Career Advice Blog Tagged With: Job Advice, Job Hunting Advice, Job Search

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Navigating the world of career transition can be an overwhelming experience.  In addition to the mechanics of transition (updated resume, career search strategies), there is the deeper need to connect to people who are in the same situation as you are.   For me, all of this was answered by Career Connectors!  Had it not been for this organization, I might still be sitting in my house, wondering what to do next!  At just one Career Connectors meeting you can be inspired by great speakers, … Read more
Iris M.
If you are a job seeker in transition or looking to find that new great position I highly recommend Career Connectors. The search process has changed significantly over the years and Career Connectors will provide you many tools that will allow you to stand out and demonstrate your unique value to potential employers. At each event I had the opportunity to “sharpen the saw” through top notch expert presentations on image portrayal, positive attitude, networking, social media presence, job… Read more
Joe C.
Networking helps, especially when you do not directly know anyone at a target company. I have attended 4 of your meetings and at one of them a company representative and recruiter presented. I was already familiar with this company, but she also said some other things in the presentation that made me take notice and created more interest on my part. I spoke with the recruiter at your event and she followed up the next week and from there I went on several phone interviews and on site interview t… Read more
Todd S.
I would like to share that I landed a contract position for 6 months with possible conversion to a permanent position on the team after those contract periods complete. I work on a team as an Instructional Designer and the team is virtual, which means I am able to work from home 100% of the time! I am very excited for the future of my career! I wanted to share that I sadly won’t be seeing you at Career Connector events for the next 6 months at the very least, and we’ll see how my performance … Read more
Bill T.
Fantastic! Good variety of roles, Obvious interest in quality candidates, really good solid leads. Great investment of time.
Alicia
I’ve attended a few of your events in Gilbert and Scottsdale since returning to AZ and being an active job seeker. I’m happy to report that I’ve been offered a job! I’m over the moon about the offer and couldn’t be more grateful after a long, three month search (that definitely felt much longer…. 🙂 ). I want to thank you for your programs. You have excellent speakers who always energized me when I was needing it most. And your resume reviewer was great. She was a tough cookie with a red pen y… Read more
Becky T.
It was amazing, you guys did a great job! I found several potential companies!
Irene
Good news. I have landed. Thank you for your support throughout my job search journey. You and your organization has lots to offer besides the positive energy, uplifting of self confidence and immense networking opportunities. I am very appreciative of the efforts and time put forward by you and your team.
Kirtida A.
After a company layoff thrust me into the job market, Career Connectors was exactly what I needed to develop my networking skills. Networking is a job in itself, and the skills I learned helped me to land a temporary position just three months later that is now permanent. I believe in the Career Connectors mission and continue to volunteer as a way of expressing my appreciation for their support during a very tough time…thank you Career Connectors!
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