The first step in running a great meeting is to be crystal clear on your purpose and what a great outcome looks like. Here are examples* of why you might want to call a meeting and how best to structure the process:
Making a Decision
You’re framing different options and asking a decision-maker to make a call. Success is both getting to a clear decision and everyone leaving with a sense of trust in the process.
- A decision gets made
- Includes people directly affected as well as designated decision-maker
- Presents all credible options, information and recommendations
- Gives equal airtime to dissenting opinions and makes sure everyone feels heard
Sharing Information
Sharing information in person is more engaging and allows the group to ask questions or express their reactions. A great informational meeting accompanies the following:
- The group feels like they learned something valuable
- Conveys key messages clearly and memorably
- Keeps the audience’s attention (rich storytelling, skilled pacing, interactivity)
- Evokes an intended emotion – inspiration, trust, pride, courage, empathy, etc.
Providing Group Feedback
A feedback or ‘review’ meeting is for stakeholders to understand and give input on work in progress. The purpose is to get the best outcome for the project.
- Gets everyone on the same page about what success looks like for the project
- Honestly represents the current status of the work – how things are going, any changes since last check-in, and what future plans are.
- Clearly frames open questions, key decisions or known concerns to get the most helpful feedback
- Ends with agreed -upon next steps (including when the next milestone or check-in will be)
Generating Ideas
The best idea generation comes from time for individual thinking (either before or during the meeting) and time for engaging with others to share and hear different perspectives. Preparation and good facilitation are essential. A good session will:
- Produce many diverse, non-obvious solutions
- Consider the totality of ideas from everyone, not just the loudest voices
- Help ideas evolve and build off each other through meaningful discussion
- End with clear steps for how to turn ideas into action
Strengthening Relationships
When we all understand each other a little better as human beings then working together also becomes easier and more enjoyable. Team lunches, dinners, and other social events serve this purpose, as do some 1:1s and team meetings. It can be any time we use, formal or informal, to invest in learning more about our colleagues’ values, hobbies, interests, families, life stories, etc. A good session will:
- Create better understanding and trust between participants
- Encourage people to be open and authentic
- Help more people to feel cared for
Other Meeting Tips
- Invite the right people – only those who contribute directly to or are impacted by the meeting’s purpose and outcome
- Give people a chance to come prepared
- Have an agreed agenda and stick to it
- Make it safe for people to contribute
- Be explicit about the behaviour norms you expect
- Change up your meeting format to encourage participation
- Manage equal airtime for everyone
- Get feedback on the meeting
- Always leave with everyone clear on next steps – who will do what by when
When You Don’t Need a Meeting
Let’s be honest-most of us have sat through meetings and thought, “This could’ve been an email.” Managers don’t always need to call a meeting to get things done. Here’s why, and some examples of when to skip the meeting:
Why Skip the Meeting?
Time is precious: Meetings can eat up a lot of time, and often people leave feeling like nothing really got done. If you can get the same result another way, do it!
Keep people focused: Meetings break up people’s work flow. If you want your team to get real work done, let them stay in the zone.
Not everything needs a group chat: Some issues are simple and don’t need everyone’s input.
Avoid “meeting fatigue”: Too many meetings can make people tune out, get frustrated, or just feel drained.
Respect everyone’s schedule: It’s tough to find a time that works for everyone, and meetings can mess up people’s days.
When NOT to Call a Meeting (and What to Do Instead)
Here’s a few situations when you should definitely skip the meeting and save everyone involved time, money and energy:
You’re just sharing updates or info
Instead: Send an email, a Slack/Teams message, or post an update in your project management tool.
Example: “The office is closing early on Friday.” → Just send a quick message!
You need a quick yes/no answer
Instead: Call, text, or message the person directly.
Example: “Can you approve this invoice today?” → No need to gather everyone for that.
You’re collecting status updates
Instead: Use a shared document or an online form where everyone can drop their updates.
Example: “What’s everyone working on this week?” → Ask people to fill out a quick online check-in.
Not everyone needs to be involved
Instead: Have a one-on-one chat or a small group message.
Example: “Let’s discuss the new client’s requirements.” → Just talk to the people directly involved.
You don’t have a clear agenda
Instead: Figure out what you want to achieve first. If you still need input, send out your questions by email.
Example: “I just want to touch base.” → Unless there’s a real reason, skip the meeting.
You’re following up on action items
Instead: Send a reminder or a checklist.
Example: “Has everyone finished their part of the report?” → A quick reminder message works.
Bottom Line
If you can save everyone’s time and still get the job done, skip the meeting. Use emails, messages, shared docs, or quick calls-your team will thank you!
*Adapted from The Making of a Manager by Julie Zhuo
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