Holding Effective Meetings

Being able to run a great meeting is essential to keeping people engaged and moving our work forward. Meetings are where we build relationships, make decisions together, and get things done. When they’re run well, people feel energized, clear on their role, and excited to come back. When they’re not, folks leave confused, frustrated, or checked out. This guide will walk you through how to plan the right kind of meeting, build an agenda that keeps things moving, and avoid common pitfalls, so your meetings are focused, fun, and full of purpose.

Determining Your Meeting & Getting Ready

First ask: “Do we need a meeting?”

• Yes: We need live debate, joint decision, skill‑share, or hands‑on work.
• No: An email, Slack message, or one-on-one will do.

Pick the right meeting type

• Democratic decision‑making – consensus might be need here.
• Work/brainstorming – surface ideas or draft options for a tough, multi‑angle problem.
• Action/participation – everyone works (text bank, banner paint, phone calls).
• Team build or standing check‑in – nurture relationships, track progress.
• Debrief – unpack a recent action; harvest lessons.

Create a POP (Purpose • Outcomes • Process)

• Purpose: Why are we meeting right now?
• Outcomes: What decisions, feelings, or assignments will everyone leave with?
• Process: Agenda flow and facilitation roles.

Pre‑meeting checklist

• Draft POP and add times for each section in the process.
• Make sure everyone who needs to be there, is there.
• Assign roles if needed (facilitator, timekeeper, notetaker, etc).
• Send agenda and pre‑reads 24 hours ahead.
• Nail logistics: room size/layout or Zoom link, flip‑chart, snacks, playlists.
• Flag potential dynamics: quiet folks, strong personalities, common tensions.

Agenda & Facilitation Tips

Agenda Tips:

• Open with energy: names and pronouns, quick icebreaker, pump‑up song.
• Start with a bite‑size win to build momentum.
• Tackle big, urgent items next; break them into mini‑questions to stay focused.
• Insert micro‑breaks (stretch, water) between heavy sections.
• End with tasks, appreciations, or a chant/song so folks leave buzzing.
• Time‑stamp each item and use a timekeeper to keep things on track.
• Avoid over‑packing—better to finish early than drown in leftovers.

Facilitation Tips:

• Set the tone: your energy is contagious.
• Read the room: eye contact, body language, Zoom squares.
• Boost participation: call on quieter voices, use “stack,” breakout rooms, or thumbs-up polls.
• Encourage healthy conflict: paraphrase opposing points, ask follow‑ups, spotlight real disagreement.
• Keep people on track: name tangents, park them, promise when they’ll resurface.
• Summarize often: “So far I’m hearing…” helps keep everyone aligned.

Openings & Closings

• Opening ideas: Overview the agenda, land acknowledgment, mission reminder, quick game, music.
• Closing must‑dos: Recap decisions, list action items, assign owners and deadlines, end on a high note (cheer, song, collective clap).

Common Issues → What to Do

• Silence or low energy: Call on someone kindly, ask aloud, “What does this silence mean?”
• One voice dominates: “Let’s hear from two new folks,” remind people to create space, use timed turns.
• Discussion drifts: Re‑state POP; park off‑topic gems for later.
• Stuck on one issue: Announce a two‑minute wrap‑up, straw‑poll the room, decide next steps.
• False consensus: Voice the tension: “I’m hearing real disagreement between X and Y—let’s surface both.”
• No clear next steps: Rapid fire: “Who’s doing what by when?” Write it where all can see.
• Over‑packed agenda: Slash non‑essentials before the meeting or split into two sessions.
• Participants feel excluded: Watch jargon, invite varied voices, use visuals for different learners.
• Bad decisions forming: Pause, list pros/cons, ensure every viewpoint got airtime, then decide.

Finish every meeting with clear decisions, named owners, concrete deadlines, and a grin on every face. That’s how we keep people coming back and keep our campaigns winning.