Introduction:

Meetings are an essential tool for collaboration, yet they often get a bad reputation for being time-consuming and unproductive. This blog series is designed to help you change that narrative. Over four parts, we’ll dive deep into everything you need to know to host and participate in meetings that are efficient, engaging, and impactful. From deciding when a meeting is truly necessary to selecting the right tools to keep things running smoothly, this series will equip you with actionable strategies and insights. Whether you’re an organizer, participant, or facilitator, these tips will help you get the most out of every meeting.

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Part 1 Introduction: Deciding to Meet and Making It Count

The first step toward more effective meetings is deciding whether they’re necessary in the first place. In this opening installment, we’ll explore strategies for evaluating if you should host or attend a meeting and introduce a decision tree to guide your thought process. Additionally, we’ll highlight the key elements of effective meetings, as well as the roles and responsibilities that ensure every session is productive. By the end of this post, you’ll have a framework for making smarter decisions about meetings and ensuring they deliver value for everyone involved.

1. Use this simple decision tree to decide on your next meeting

Got a meeting coming up? Before you commit, take a moment to assess it step by step. Answer these questions honestly to determine if it’s worth organizing or attending:

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Step 1. Is there a clear purpose?

Does the meeting have a well-defined objective or goal that cannot be achieved through other means?

Step 2. Are there specific agenda items or topics to discuss?

Can you list the key discussion points or items that need to be addressed during the meeting?

Step 3. Will the meeting result in actionable outcomes or decisions?

Is the purpose of the meeting to make decisions, assign tasks, or develop plans?

Step 4. Who needs to be involved?

Are there specific individuals whose presence is essential to achieving the meeting's objectives?

Step 5. Have you considered the time and resources required for the meeting?

Can you prepare properly, and do you have the necessary tools and time to run the meeting effectively?

Step 6. Is there a plan for follow-up and accountability after the meeting?

How will the decisions or actions from the meeting be tracked and followed up afterward?

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By answering these questions, you’ll gain clarity on whether the meeting is necessary and how to set it up for success.

Check out this decision Tree:

Now that you have answered with YES for organising or attending the meeting, take some time to review how effective the meeting could be.

2. Key elements of effective meetings

Both organizers and participants play a role in making meetings successful. Here are the essential elements to keep in mind:

1. An Agenda
   Have a clear agenda that outlines the purpose and topics to be covered.
2. Proper Setup for Each Topic
   Prepare in advance to ensure each discussion point is ready for meaningful conversation.
3. Broad Participation
   Encourage active involvement from everyone in the room to gather diverse perspectives.
4. Clarity
   Make sure everyone understands the purpose, key points, and desired outcomes.
5. Alignment
   Keep the team focused on shared goals and avoid drifting off-topic.
6. Stay on Track
   Stick to the agenda and manage time effectively to cover everything needed.
7. Recap at the End
   Summarize key decisions, tasks, and next steps before concluding.
8. Follow-Up
   After the meeting, ensure decisions are implemented, and progress is tracked.

Pro Tip: Check Your Meeting Essentials

Getting into the habit of reviewing all these elements might feel overwhelming at first. To make it easier, use the table below to identify what you’ve prepared and what’s missing.

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Remember, meetings are a shared responsibility. Both organizers and participants must contribute to ensure the meeting is productive and valuable.

3. Meeting Roles and Responsibilities

To ensure a productive and successful meeting, it’s essential to assign clear roles. Here’s a breakdown of key roles and their responsibilities:

1. Organizers
   • Takes charge of logistics: schedules the meeting, sends out invites, and ensures a suitable location (physical or virtual) is ready.
   • Clearly communicates the purpose, time, and expectations to attendees in advance.
2. Facilitators
   • Guides the discussion to keep the meeting focused and on track.
   • Collaborates on or creates the agenda, ensuring it aligns with the meeting’s objectives.
   • Encourages participation, manages time, and resolves any conflicts that may arise.
3. Note takers
   • Records key points, decisions, and assigned tasks during the meeting.
   • Creates and distributes meeting minutes to all participants promptly after the meeting.
   • Ensures a record is kept for follow-up and accountability.
4. Contributors
   • Actively participate by sharing relevant information, ideas, and feedback.
   • Stay prepared by reviewing the agenda beforehand and coming ready to discuss or present as needed.
   • Commit to any tasks or actions assigned during the meeting and follow through afterward.

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Pro Tip: Assign Roles in Advance

To avoid confusion, assign these roles before the meeting starts. Smaller meetings may have one person covering multiple roles, but even in informal settings, clarifying responsibilities ensures smooth execution.

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Coming up in Part 2: Making Better Decisions in Meetings

The inability to make clear decisions can derail even the most productive meetings, leaving everyone frustrated and progress stalled. In Part 2 of this series, we’ll explore three powerful decision-making frameworks—consensus, consent, and majority voting—and how to choose the right one for your team. With these tools in hand, you’ll be able to guide discussions effectively, make decisions with confidence, and ensure everyone leaves the meeting aligned and ready to act.

👉 Don’t miss out! Stay tuned for practical tips and examples to transform your decision-making process.