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How to Create the Perfect Meeting Agenda

• Steven G. Rogelberg

It’s all about asking the right questions.

Agendas are an important first step for a successful meeting, but far too few leaders put enough thought into the ones they create. In fact, research has found that a large percentage of agendas are simply recycled meeting to meeting. So what can you do to create agendas that inspire, target the issues that need to be resolved, and leave attendees satisfied with the time spent in discussion together? Instead of listing agenda items as simple bullet points, reframe them as questions instead. This approach will make you more strategic, thinking critically about the meaning of a topic and what your ultimate outcome is. It will also make it easier to determine your invitation list (the people essential to answering the questions) and better informs when to actually end a meeting (when the questions have been answered to satisfaction). And if you can’t think of questions to ask, maybe you don’t need that meeting in the first place.

Read any book on running effective meetings and, chances are, one of the first recommendations is going to be to set an agenda. Managers are often led to believe that having a written plan is the key for an engaging and successful meeting. Sadly, it’s not that easy. Research has actually found little to no relationship between the presence of an agenda and attendees’ evaluation of meeting quality. What matters is not the agenda itself but the relevance and importance of what’s on it, and how the leader facilitates discussion of the agenda items.

• SR Steven G. Rogelberg is the Chancellor’s Professor at the University of North Carolina Charlotte for distinguished national, international, and interdisciplinary contributions. He is the author of Glad We Met: The Art and Science of 1:1 Meetings (Oxford University Press, 2024) and The Surprising Science of Meetings: How You Can Lead Your Team to Peak Performance (OUP, 2019) and. He writes and speaks about leadership, teams, meetings, and engagement. Follow him on LinkedIn or find more information at stevenrogelberg.com .

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What is an effective meeting?

“This meeting should have been an email.” Emblazoned on coffee mugs, endless memes, and your colleagues’ faces on their ninth video call of the day, this sentence may end up being a catchphrase of the modern era.

As the pandemic rewrote the rule book for coworking and office culture, new processes and untested systems allowed inefficiencies to creep in —inefficiencies that included meetings scheduled for the sake of unstructured discussion or even basic human interaction rather than for productivity. While interacting might be easier than ever, value-creating collaboration isn’t—and its quality seems to be deteriorating .

Effective meetings aren’t just about keeping ourselves from going around the bend. When meetings aren’t run well—or when there are too many of them— decision  making becomes slower and the quality of decisions suffers. According to one McKinsey survey , 61 percent of executives said that at least half the time they spent making decisions—much of it surely spent in meetings—was ineffective. Just 37 percent of respondents said their organizations’ decisions were both timely and high quality. And, in a different survey , 80 percent of executives were considering or already implementing changes in meeting structure and cadence in response to the evolution of how people worked during the pandemic.

What’s more, when leaders try to solve for inefficient decision making, they too often look to organizational charts and vertical-command relationships. Rarely, in McKinsey’s experience, do they see the real issue at hand: poor design and execution of collaborative interactions. In other words, you guessed it, ineffective meetings.

It doesn’t have to be this way. When meetings are run well, they not only foster better decisions but also leave attendees feeling energized and motivated to carry the momentum forward independently. For tips on how to put a stop to video call fatigue and restart your team’s productivity, read on.

Learn more about McKinsey’s People & Organizational Performance Practice .

What does time management have to do with effective meetings?

“The only thing on Earth that never lies to you is your calendar ,” says renowned business author and McKinsey alum Tom Peters. “That’s why I’m a fanatic on the topic of time management. But when you use that term, people think, ‘Here’s an adult with a brain. And he’s teaching time management. Find something more important, please.’ But something more important doesn’t exist.”

Endless, diffuse meetings, according to Peters, take up far too much of executives’ precious working time. Half of leaders’ time, he says, citing an idea from the Israeli executive Dov Frohman, should be unscheduled. What should they do with all that unstructured time? One typically cheeky suggestion from Peters is to read more.

The reality is that effective meetings and good time management exist in a virtuous circle. Good time management means you feel empowered to turn down unnecessary meetings—and better meetings mean you spend the rest of your time feeling more purposeful in carrying out your work.

How can leaders address the problem of time scarcity?

McKinsey’s experience shows that leaders may want to stop thinking about time management as primarily an individual problem and start addressing it institutionally. Increasingly, time management is an organizational issue with roots deeply embedded in corporate cultures.

Unsurprisingly, the solution seems to be balance. Executives in one McKinsey survey  who reported being satisfied with the way their time is allocated spent 34 percent of their working time interacting with external stakeholders (including boards, customers, and investors), 39 percent in internal meetings (including one-on-ones with direct reports, leadership team meetings, and other employee gatherings), and 24 percent working alone.

Here are five ways to achieve optimal balance in allocating time :

• Have a ‘time leadership’ budget—and a process for allocating it. When adding a project or initiative, companies should analyze how much leadership attention, guidance, and intervention each will need. In our experience, this is the best way to move toward the goal of treating leaders’ time as a finite resource—one that is as precious as a company’s financial capital.
• Consider time when you introduce organizational change. Understanding the time required to achieve goals is critical to the long-term success of any organizational change. The hours needed to manage, lead, or supervise an employee can leave managers with little time left over. Getting this balance right can be tough—having too few managers could lead them to feel overwhelmed, with more direct reports than they can manage. But having too many managers can cause redundancies and unnecessary complexity.
• Ensure that individuals routinely measure and manage their time. Time analysis exercises can yield surprising results—and can inspire time management that more closely aligns with organizational priorities. Including time-related metrics in performance reviews is another driver of behavioral change.
• Refine the principal calendar. Revisit all standing meetings and make an honest assessment of which ones are being held out of habit and which ones are genuinely useful.
• Provide high-quality administrative support. In a survey of executives on how they allocate their time , 85 percent of those who considered themselves effective time managers reported that they received strong support in scheduling and allocating time. Only 7 percent of ineffective time allocators said the same. In the case of one global chemical company, the administrative assistant of the CEO considers it her responsibility to ensure that the organization’s strategic objectives are reflected in the way she allocates the CEO’s time.

Learn more about McKinsey’s  People & Organizational Performance Practice .

What are three questions you should ask yourself before scheduling a meeting?

Good meetings nurture better decision making . On the flip side, inefficient meetings not only waste time but also create distraction and confusion even when people are working independently. Here are three questions you can ask when scheduling a meeting  that can help create the clarity needed for efficient decision making.

Should this even be a meeting at all? Recurring meetings are particularly susceptible to migration from the original purpose toward something more diffuse. Check in with stakeholders to ensure that the frequency is right (weekly meetings could be changed to monthly, perhaps), or think about whether decisions could be best made by an individual—with, of course, guidance from others.

Then go deeper. Examine whether your company’s culture is to encourage meetings rather than individual decision making. To remedy this, if you’re a leader, think twice before reflexively accepting any meeting invitation as it appears in your inbox. The goal should be to treat leadership capacity as a finite resource— just like your company’s financial capital .

What is this meeting for? A meeting’s title and its purpose are not the same. When the latter isn’t clear, meetings can seem frustrating at best and futile at worst. To help avoid this, companies can appoint a “chief of staff” for certain efforts or products. This person collates materials before meetings, ensures that they are distributed ahead of time, and verifies that the due diligence has been done to necessitate a meeting in the first place. This can lead to better-informed participants, which in turn can lead to more effective time spent in meetings—and, ultimately, better decisions.

What is everyone’s role? Even if a meeting has a clear purpose, it’s of little use if there is no one present deputized to make a decision . Equally, even if it’s clear who the decider is, it’s a mistake to hold a meeting when people are unsure of participants’ roles. McKinsey analysts have seen poor role clarity stymie productivity and cause frustration, especially when decisions involve complicated business activities that cut across organizational boundaries. Blurry accountability is especially costly in an era where speed and agility confer a competitive advantage .

Meeting participants can be divided into four roles:

• Decision makers should be the only participants with a vote, and the ones with the responsibility to decide as they see fit. Sometimes decision makers will need to “disagree and commit,” to use a phrase coined by Jeff Bezos in a 2017 letter to Amazon shareholders.
• Advisers give input and shape the decision. They typically have a big stake in the decision’s outcome.
• Recommenders conduct analyses, explore alternatives, illuminate pros and cons, and ultimately recommend a course of action to the advisers and decision makers. The more recommenders the better—for the process, not the decision meeting itself.
• Execution partners don’t give input in making the decision but are deeply involved in implementation. For optimal speed and clarity, execution partners should be in the room when the decision is made so that they can envision how the implementation will evolve from the decision.

OK, I’ve eliminated all unnecessary meetings and assigned specific purposes to each one. Now what?

Great work. Now you can assign each meeting to one of the following three categories , and make specific shifts to improve the outcomes.

• Decision-making meetings. This category includes routine decisions, like quarterly business reviews, as well as complex or uncertain decisions, like decisions about investments. In order to make high-quality decisions quickly, it’s critical to clarify exactly who is going to make them. Some of these meetings can be held virtually, but complex decision-making meetings are better in person. These meetings should result in a final decision (even if not everyone agrees).
• Creative solutions and coordination meetings. These include innovation sessions—for instance, in support of a new product—as well as routine working sessions, like daily check-ins. Rather than telling people what to do, leaders should work to empower employees to make their own (supported) decisions and to spend more time on high-quality coaching sessions. As with decision-making meetings, creative solutions and coordinating meetings can be virtual—but most innovation sessions should be in person. Innovation sessions should result in potential solutions and prepare for a decision meeting, whereas routine working meetings can result in next steps.
• Information-sharing meetings. Live interaction can be useful for information sharing, especially when an interpretive lens is required or if the information is sensitive. But information-sharing meetings are often regarded as having limited value. Many organizations have recently moved to drastically improve meeting efficiency. Netflix, for example, has limited the duration of meetings to a maximum of 30 minutes  and requires that meetings involving one-way information sharing be canceled in favor of other mechanisms like a memo, podcast, or vlog. Early data from Netflix shows that the company has reduced meetings by more than 65 percent and that more than 85 percent of employees favor the approach. The goal of these meetings should be to increase awareness of the new information shared in the meeting.

What are some best practices for video meetings?

Establishing best practices for meetings might seem like common sense—but they are not commonly practiced. Here are some helpful tips from Karin M. Reed , author of the 2021 book Suddenly Virtual: Making Remote Meetings Work :

• Time: The most effective meetings are short meetings. Rather than scheduling a two-hour call with ten agenda items, cut it down to a 20-minute meeting with two agenda items. There are limits to people’s endurance and attention spans in the virtual environment.
• Participants: When determining the number of attendees for decision-making meetings, the sweet spot is five to seven. More than seven attendees in any meeting can result in an unwieldy discussion.
• Appearance: Pay attention to your appearance when hosting a videoconference. It’s not a matter of vanity—it shows respect for your conversation partner and can help you get your message across. Light your face properly: facial expressions are critical to conveying a message. And anything that takes attention away from you, whether it’s a crackly audio connection or a silly picture of Uncle Rupert in the background, will distract from your message.
• Eye contact: Look at your camera lens when you’re talking, not at your screen. This goes against our natural impulses, but eye contact is critical when you’re having a conversation. And to maintain eye contact on a video call, you need to look at your camera.
• Inclusion: Leaders should engage in proactive facilitation to ensure that everyone has the chance to say their piece. Cold calling on people—gently, and with good intention—lets people know that it’s their time to speak. Even if someone doesn’t have anything to add, they will have felt included.

For more in-depth exploration of these topics, see McKinsey’s People & Organizational Performance Practice . Also check out organizational structure–related job opportunities if you’re interested in working at McKinsey.

Articles referenced:

• “ If we’re all so busy, why isn’t anything getting done? ,” January 10, 2022, Aaron De Smet , Caitlin Hewes, Mengwei Luo, J. R. Maxwell , and Patrick Simon  
• “ Author Talks: Karin M. Reed on virtual meetings ,” April 20, 2021
• “ To unlock better decision making, plan better meetings ,” November 9, 2020, Aaron De Smet  and Leigh Weiss
• “ Want a better decision? Plan a better meeting ,” McKinsey Quarterly , May 8, 2019, Aaron De Smet , Gregor Jost , and Leigh Weiss  
• “ Tom Peters on leading the 21st-century organization ,” McKinsey Quarterly , September 1, 2014, Aaron De Smet  and Suzanne Heywood
• “ Making time management the organization’s priority ,” McKinsey Quarterly , January 1, 2013, Frankki Bevins  and Aaron De Smet

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How to hold a strategic planning meeting: A simple, step-by-step guide for facilitators

If you’re running or facilitating a strategic planning meeting, there are many factors to consider.

It’s much more than just bringing everyone together to have an open discussion — and it doesn’t just happen on its own, either.

There are several steps you can take to ensure that your strategic planning meeting runs smoothly, but it all starts with preparation.

Today, we’ll explore a few ideas to help you hold a successful session, starting with the basics.

Try Miro’s Strategic Planning Template

• What is strategic planning?

Strategic planning is the process of analyzing a current situation within your organization and making sure it’s aligned with your specific objectives. If it isn’t, you and your team must develop a plan to “correct the path.”

So, why is strategic planning important?

In short, strategic planning helps you get from where you are today to the future you want. It’s a way of breaking down big, daunting goals into manageable steps that address your current situation and guide your work.

Here’s where strategic planning meetings come into play.

Meetings are the cornerstone of the strategic planning process.

These meetings are typically held by facilitators , but anyone can lead a strategic planning meeting.

We’ll provide you with specific instructions to hold a successful meeting a bit later, but first, let’s answer a crucial question.

What is the purpose of a strategic plan meeting?

Broadly speaking, a facilitator will use meetings to either:

• Gather specific information and feedback from team members, executives, and stakeholders.
• Help team members work together to solve problems, think strategically, and create new ideas to improve the organization.

These meetings aim to provide clarity in decision-making.

This is not a typical meeting where participants spend time reporting out. Strategy planning is all about brainstorming and collaboration .

This way, you can develop solutions to tangible problems in your organization and set the tone and strategic direction for your team.

Who needs to be included?

The best way to ensure that you get all of the most relevant voices in the room is to create an invite list.

Include people from each relevant department, if possible.

This way, you can cover a more complete spectrum of your company’s operations and activities.

You’ll want to include upper management, but don’t stop there.

Bring in members of the sales department, investor relations, human resources, and any other relevant departments or stakeholders.

You might also consider inviting people from outside of the organization who can provide a fresh perspective.

This is particularly useful for organizations that are doing business in a new market or have started offering new products.

• Best practices for running a successful strategic planning session

Now that you understand the importance of effective strategic planning meetings, the question becomes, how do you actually hold one?

Let’s cover a few of the best practices:

Build buy-in before the meeting starts

First, you’ll want to build buy-in with everyone involved.

Keep what you’re doing top-of-mind, whether that’s through casual conversations or company-wide memos.

In addition, make sure to have a clear agenda prepared, so everyone knows what they can expect out of the meeting. Start by defining the goal, then detail how you’ll get there.

Also, get all the materials you need together in advance.

That may look like coordinating with IT to make sure everyone has access to company software, sending out pertinent documents in advance, or mapping out who will be speaking at the meeting.

Make sure to communicate your expectations clearly so that everyone knows what is expected of them and why.

You’ll want to spend time in your planning stages to keep the tone positive, while at the same time being realistic about what’s possible.

Ultimately, your goal should be to align the team around a shared vision and mission so that you can move forward with a shared perspective.

Now, how can you communicate this agenda?

We suggest you use a centralized space where everyone can see your agenda.

For example, you can use Miro’s Agenda template to create and share your agenda with participants.

You can also use the template to keep notes during the meeting and add refinements later.

This way, everyone can see what’s been discussed and the next steps for moving forward.

Remember; this should be a collaborative effort, so consider asking for ideas from everyone about what they’d like to see covered.

Just don’t forget to actually take those ideas into consideration.

Develop a transparent strategic planning process

During the strategic process, you’re inviting employees to have meaningful discussions around the company’s vision statement, strategic goals, and strategic objectives.

It’s important to have a roadmap in place for how you will facilitate the process so that employees know what to expect.

Your meeting should be an open, engaging discussion with transparent dialog. During the meeting, everyone should get a turn to talk.

Make sure you have a clear process that allows everyone to participate and feel heard, no matter what their role is.

In the planning stage of a meeting, it’s important to have as much input as possible.

You can involve everyone by holding a virtual brainstorming session with this brainstorming template . Once you create a board, you can invite people to collaborate in real time.

This template helps you create a more engaging and collaborative session while allowing every person on the team to contribute their thoughts.

Create an agenda and stick to it

We all know what happens when an agenda is not set or adhered to.

Creating an agenda for your meeting helps you and your participants stay on track. This agenda should include topics, questions, milestones, and people.

Milestones are the larger topics that will be broken down into smaller questions, and these questions should flow to the ultimate goal of narrowing down your strategic priorities.

You can create milestones by putting together a list of discussion questions that will help your participants get on topic and help you check in with the group.

Your agenda might include an opening discussion, a brainstorming session on ideas, and a closing review of the next steps.

When developing your agenda:

• Keep it short: The last thing you want is your meeting to drag on for no good reason, so try to limit each agenda item to ten minutes or less. The whole meeting should only take an hour or two, at most.
• Be selective: Don’t include too many topics or ideas that will bog down your meeting.
• Create a contingency plan: You never know what might happen during your meeting, so always have a backup plan in case your agenda falls through.
• Plan for breaks: For longer meetings or workshops, set aside at least half an hour to take a break, such as during lunchtime.

Make it interactive

As much as possible, you’ll want to make this a collaborative effort, so it’s important to get everyone involved.

For example, you might want to break the group down into smaller sub-teams to brainstorm opportunities for new product features.

You could also task each group with creating a list of opportunities for particular departments within your company.

The point is that you’ll want to encourage open and honest dialog about challenges your company is facing and, where possible, break down any barriers that might stand in the way of progress.

Make sure to collaboratively create strategy documents, provide regular updates on progress, and discuss strategic issues in real time.

This way, you can work side-by-side to improve your performance, no matter where in the world your team members happen to be.

• How to run a strategic planning meeting in 7 steps

To get the most out of each session, you should prepare thoroughly — from the agenda to who you’ll involve and how.

Whether you’re holding a remote, hybrid, or in-person meeting, this process will help you out.

1. Define a clear outcome for the meeting

A strategic planning meeting can go totally off-the-rails if it’s held without a defined objective. That’s why the very first step is to define a clear, tangible goal for the meeting.

For example, your objective might be to better align social media with your marketing strategies .

In this case, your meeting might include a discussion on the purpose of social media, its role in the planning process, and how to better align your social media campaign with your organizational goals.

If your goal is to develop a new product , your meeting might look different.

Consider discussing who the target audience would be and how you can get in front of them. You could also discuss how the product should be positioned in the marketplace and what strategies you’ll use to get it there.

You can also set specific strategic planning meeting themes as part of your objectives, such as business growth or innovation.

The point is to be as specific as possible with your goal. That way, it’s easier for everyone to stay on task and make the right decisions.

2. Break the ice

A strategic planning meeting can be a big undertaking, so it’s important to break the ice by engaging participants in some friendly conversation.

You may want to ask participants what they think of the company’s latest direction or engage them in a fun icebreaker activity. You can also ask them what they think of the new business strategy and how they would implement it.

Or you could ask participants to complete an activity that allows them to interact with one another and develop a better understanding of each other’s unique skills.

For instance, you could assign participants to form teams, and then ask them to create a project plan to solve an issue the company might be experiencing.

You can also break the ice by having participants introduce themselves.

If you’re holding a remote or hybrid meeting, you could have participants discuss what they think in a private online chat room, or you could use an instant messaging program for the same purpose.

Make sure they feel comfortable sharing their thoughts and ideas with each other before starting the main agenda.

The bottom line? The more connected the group is prior to the meeting, the more effective the meeting will be.

3. Set clear expectations

Once you know what you want out of the meeting, the next step is to communicate any expectations of participants, such as things they should prepare in advance of the meeting.

Here are some useful guidelines to keep in mind when you’re setting expectations:

• Provide details: The more detail you provide, the clearer it will be as to what’s required.
• Assign roles: Make sure everyone knows their role and responsibilities within the meeting audience.
• Use timelines: Use timelines to remind everyone of what needs to be completed before the meeting and send reminders if necessary.
• Communicate effectively : Encourage participants to talk with their teams about the fact strategy planning is happening. They may want to set up smaller meetings to gather input for the strategy planning workshop or to share the outputs after the meeting to give employees a chance to ask questions.

4. Set ground rules for behavior

Before the meeting starts, make sure everyone knows the rules.

This is especially important when working with external stakeholders.

For example, you might say something like:

“The goal of this meeting is to develop the strategic plan for the next quarter. We want to minimize distractions, so please don’t check your phone during the meeting.”

Another good idea is to let participants know how they’ll be evaluated. For example, if you’re trying to make progress on a project, you might say something like:

“Let’s try and reach a consensus on the first three points. If we can do that, we’ll consider the meeting a success.”

If you’re dealing with a remote or hybrid team, you should take the time to define online behavior standards. For instance, you could say something like:

“If you have a question, please type it in the chat window. Using outside chat programs is not permitted during the meeting.”

This way, you’ll have everyone invested in the outcome.

5. Identify potential challenges

Before the meeting starts, it’s always good to identify potential areas of conflict that might derail the process.

For example, what would happen if someone had to leave halfway through? Will the meeting continue without them, or will you reconvene once they’re back?

You should also consider how to handle difficult participants. Can you remove a difficult participant from the meeting before they hijack all of your time?

What happens if a disagreement comes up and it’s not resolved?

You should prepare for all these things in advance and have a plan ready if they do happen. For example, consider using a countdown timer for specific agenda items or presentations, so that time is allocated fairly.

If you identify potential challenges early on, you can keep an eye out for them as the meeting proceeds.

6. Encourage full participation

Remember that you’re asking people to spend time — and sometimes travel — to participate in your meeting.

It’s essential that everyone feels like they have the opportunity to participate. The best way to do this is by mentioning at the beginning of the meeting that you’d like everyone’s input throughout.

Make sure to keep an eye out for people who aren’t speaking up. If it seems like they may have something to contribute, ask them for their thoughts on the topic.

Also, make sure everyone knows that participation is critical. If you need to take a vote on something, remind people what the vote is about and why it matters.

Finally, make sure you’re speaking in terms that everyone in the room can understand. If there are people who are new to the organization, spend a moment explaining any acronyms you use.

This will allow everyone to feel like they can give their input with ease, leading to a more successful meeting.

7. Use visuals and brainstorming tools to communicate ideas

Having everyone on the same page is critical, even if they can’t be in the same room.

Here’s where visuals and collaboration platforms come in handy.

Using collaborative tools, like our brainstorming templates helps you organize work and removes some of the stress of coming up with ideas on the spot.

It also encourages people to provide input and makes them feel like they have a stake in the outcome.

For instance, you can use Miro’s Reverse Brainstorming template to come up with innovative ideas and display them in real time. You can save the meeting content on the board too, so you can send it to participants after the meeting.

This can be especially useful if you have multiple participants in different locations involved at the same time. They may not be able to physically attend the meeting, but they can still provide valuable input.

Also, we provide you with a fully customizable strategic plan template .

You can adapt this template to fit your exact business needs and standardize your meetings with ease.

• Sample agenda for a strategic planning meeting

You need to make sure your strategic planning meeting agenda is detailed and thorough enough to keep you on task.

Start with an overview of what you’ll be discussing, then move into individual department updates. This is where you highlight progress against targets.

Finally, spend some time outlining your organizational goals moving forward and, of course, always leave time for questions.

To help you better understand what a strategy planning session might look like in the real world, here’s a sample agenda:

• 10am–11am: Welcome and meeting goals
• 11am–12pm: Leadership team updates
• 12pm–1pm: Department updates
• 1pm–2pm: Lunch break
• 2pm–3pm: Analyze challenges and problems
• 3pm–4pm: Ideate solutions
• 4pm–5pm: Discuss and gain consensus on solutions and goals
• 5pm–6pm: Assign tasks and responsibilities for strategy execution
• 6pm–7pm: Q&A
• It all comes down to solid preparation and visuals

The best way to ensure your meeting runs smoothly and effectively is to prepare it with anticipation. By creating a clear agenda, you’re able to get the most out of your session.

Also, the use of visuals and brainstorming tools helps you collaborate with your team and communicate your critical points more effectively.

You can hold your planning meetings in a more visual way by creating a board and sharing with your team.

Also, you can use the strategic planning meeting template to get started with fewer headaches.

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How to Conduct a Monthly Business Plan Review Meeting

Posted june 21, 2021 by noah parsons.

Most people think that meetings are a waste of time. They’re right.

The fact is, too many meetings are run poorly, have no real objective, and waste employees’ time — which kills productivity.

I absolutely encourage you to be ruthless in your pursuit of fewer and more efficient meetings. There’s tons of advice out there on how to run better meetings and cut down on useless touch bases that waste time and make your organization move slower.

For example, here at Palo Alto Software , we’ve found one meeting that is simply indispensable. It only takes an hour each month, keeps the management team up to speed on everything that’s going on in the company, and helps us plan and manage in a quick and effective way .

This meeting is our monthly plan review meeting. 

What is a plan review meeting?

A monthly review meeting is a time for you and your team to review current progress against your ideal performance. This one-to-two-hour meeting should be spent dissecting parts of your strategy, reviewing financials, and making adjustments based on overall performance. It has been a fixture of our management strategy for years and is simply one of the most effective ways for us to continue to grow the company and adjust our course as necessary.

For us, business planning isn’t just a one-time or annual event. Instead, it’s an ongoing process where we are constantly reviewing and adjusting course as necessary while ensuring that we’re staying on track toward our larger goals .

Why is it important to conduct a monthly plan review?

Every business of any size can benefit from a calculated time to stop, review and revise. When done correctly, this meeting can help you focus on what’s vital for your company, identify what data you need to accurately measure it and how to best present and review these results. Additionally, your monthly plan review process can help your business in the following ways.

Commits your business to learn and act

It can become very easy to let operations and processes become stagnant and standard. Without a regular performance review, any potential problems may remain to fester well beyond when they are first identified. You don’t want to waste company time and resources on things that are ineffective, but it’s difficult to change course without first processing it.

By setting aside this monthly time, it provides the opportunity to commit to learning and adjusting anything and everything. This isn’t based on off-hand information but on solid information and data that helps you identify and evaluate what’s most important for your business. 

Engages individuals across your entire business

Depending on how you present this meeting, it has the potential to pull in greater insight from across your business. Whether you’re sharing information company-wide or sticking with select leaders from each department, it immediately expands the scope of expertise. 

The more that every leader and employee knows what’s going on with everyone else, the better you can align and produce effective goals . It also provides the opportunity to identify potential solutions or issues from outside your core team’s responsibilities. Maybe your product team sees a potential gap in your marketing messaging. Or someone in HR sees a potential work/life balance misalignment in the sales team. None of this would come to life without a core review meeting like this.

Influences better business conversations

Engaging more people across your business and providing more detailed information typically leads to more fruitful conversations outside the core meeting. Yes, the meeting itself is vital for actively reviewing and adjusting your strategy at the moment. However, this information being top of mind means that potential issues or innovations will be dealt with outside of the planning meeting. This is due to your employees having a clear direction to reference in the day-to-day. They know the strategy and data are up-to-date and that it serves as a north star for their own projects and initiatives.

How to run an effective monthly plan review meeting

We treat planning not as a document, but as a management tool that helps guide decisions and strategy. It’s this mindset that helps our team run these monthly meetings successfully. We have a strategy in place, steps to walk through and key objectives we expect to find.

Here’s a quick overview of how we structure our monthly plan review meetings and what’s worked well for us over the years. 

1. Review your financial statements

We always start with the numbers first . How did we do last month compared to our forecast ? How did we do compared to the same month last year? What does our year-to-date performance look like?

What financial statements to review

Ideally, you’ll have the opportunity to review all relevant monthly financial statements. At a minimum, you should review your Profit and Loss Statement , Balance Sheet, and Cash Flow Statement . These will provide a high-level overview of your financial position and help identify any obvious anomalies. If possible, it’s valuable to look at these all together through a business dashboard , that way you can immediately start making connections.

With that top-level exploration in mind, you can then start looking into your budget, financial forecast scenarios, and any specific elements that may seem relevant. This may include things like your expense categories, accounts receivable/payable payment schedules, etc. 

Look beyond top-line performance

We always spend time drilling into the numbers, beyond the top-line revenue and expenses to better understand what the drivers were behind our performance. Did all product lines perform well? Or did some underperform? Did we spend as planned or were there some areas that we overspent in?

Most importantly, we review our cash position and cash flow . Did we collect money as planned? What does our cash flow forecast look like for the next few months?

There are benefits to looking at financials together

While financial reports can be reviewed outside of a meeting, reviewing them together as a team encourages questions and discussion around our revenue and spending. It also helps you uncover specific issues or opportunities that you may miss on your own. And of course, gives everyone a voice to determine the next steps for the company as well as their specific teams.

Of course, we use LivePlan to review our numbers because it’s much easier than drilling through exported reports from QuickBooks . But if you’re not ready to make that jump, you can always start out with a simple cash flow template in Excel.

2. Reevaluate your milestones

Once we review our financial performance, we review our “ major milestones ”—the big tasks we had hoped to get done in the past month and our plans for the next month.

We discuss how various teams might be working with each other on different projects and talk about the specific milestones that we have planned. Are these still the tactics that we want to work on that will help achieve our goals? Do we need to shift priorities? Is there new learning and information that would have us change our schedule?

By reviewing major initiatives on a monthly basis, we can stay agile and make changes as needed. That’s also why we review them after parsing through our financials, to determine if our current milestones should still be a priority. As we learn more about our customers and our market , we might shift strategies and develop new milestones .

3. Review your long-term goals and strategy

Next, we review our long-term strategic goals. While this doesn’t change too often in our situation as an established company, new startups might shift their strategy frequently as they search for a business model that works.

For those early-stage startups, this step of the meeting may be the most important step and often takes the longest. For more established companies, this part of the meeting might typically only take a few minutes. This is where having a brief and functional business plan can really help speed up the process.

Instead of delving deep into a 40-page business plan document to review our strategy, we review our our one-page business plan (in LivePlan, it’s called the Pitch ). It covers our company identity, the core problem we solve for our customers, our solution, competition , and sales and marketing strategy . It’s all on one page so it’s easy to read, review, and change quickly .

4. Provide time to discuss any company issues

Finally, anyone on the team can bring forward any issues that they want to discuss. This could include new opportunities to consider, prioritization of product features, potential partnerships, or internal HR issues.

Everything is fair game and we try to come up with resolutions and next steps for any issue that’s brought up.

We’ve found that this type of open-ended discussion really helps generate new ideas and brings different perspectives from managers of different teams.

5. Set meeting guidelines

I believe that all companies would benefit from a monthly review of their business. These types of meetings keep everyone on the same page, help share information about progress, and turn planning into a tool that helps teams make informed decisions. 

But in order to run these monthly meetings successfully, you’ll need to do some preliminary work to keep you and your team on track. Here are three tips to successfully establish your monthly business plan review.

Put the meeting on the calendar

It’s important to make it a formal event that’s on the schedule. It can’t be optional and it has to be at a regular time so that everyone always knows when the meeting is.

For us, we started out with the meeting on the 3rd Thursday of every month. As our bookkeeping and accounting processes have become more efficient, we’ve been able to move our meeting to the 2nd Friday of the month.

Follow a repeatable agenda

While different topics will come up for discussion, it’s important that your plan review meeting has a repeatable agenda. Not only does it provide structure, but it gives your team specific action items to review beforehand.

That means making sure that you have your numbers ready for review and that your team has updates on their goals. Try to set time limits for each section if you can, and overestimate the length of the meeting with the full intention of finishing earlier than planned. This part will be a continuous work in progress and you and your team will gradually improve your efficiency with each subsequent meeting.

Be prepared to change the plan

These plan review meetings aren’t just about staying the course and blindly following the plan. Instead, they are about adjusting the plan. Perhaps you’ll discover that you should be investing more in marketing, or that you’re going to be able to expand and hire faster than you originally planned.

The plan review meeting is about making adjustments to your goals and strategies based on what you’ve discovered in the past month.

Use your monthly plan review to redefine how you do meetings

Keep in mind that running your meetings more successfully won’t just happen overnight. It takes time to develop a structure that works best for you and your team. As I outlined in this article, the best place to start your meeting restructure is with your monthly plan review meeting.

It’s a necessary review that can be consistently repeated, refined, and adjusted, which makes it the perfect testing ground for a new system. 

Editors’ Note: This article was originally written in 2018 and updated for 2021.

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Noah Parsons

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Your Strategy Planning Meeting Agenda (with Template)

Have you been asked to pull together a strategy planning meeting agenda? And you’re wondering what other people do in their strategic planning sessions… I’ve been there!

In this article, I’ll explain what a strategic planning meeting can cover and share a sample agenda you can customize for your strategy sessions.

Strategy planning doesn’t just happen. You can’t put people in a room and expect there to be a 3-year plan at the end of it. The conversations need a structure to help keep the pace and ensure the meeting runs smoothly. And that’s where the agenda comes in, as part of your pre-meeting prep.

What should a strategic planning meeting include?

A strategic planning meeting should include:

• A review of organizational objectives
• An assessment of how you are doing against those objectives
• Decisions around what needs to be sped up, slowed down, started or stopped in order to better align activity with the objectives.

If you think about the point of having a strategy discussion, it’s really to either define the strategy or to decide if you are on track with delivering the strategy . What you need to include in the meeting has to tie back to those points.

In other words, what do you want to get out of your strategic planning process? Is it a new strategic plan? An update to the last one because something drastic has changed? A review with some ‘light editing’ to ensure decisions are being taken that keep you on track to meet your goals?

What goes into your meeting (and therefore, your agenda) will very much depend on where you are in the strategy planning cycle.

When do strategic meetings happen?

There’s no fixed cadence for strategy conversations. Some businesses use quarterly meetings. Some might do a lot of planning during the existing structure of board meetings. As long as sufficient time is put aside for strategic thinking, you can set whatever frequency of meeting you like.

I would recommend quarterly review sessions, with a longer goal-setting session once a year, but do whatever works for you. If you are putting together your first strategy or doing a complete overhaul, you’ll need to spend a lot more time on it to get the strategic process set up and the relevant data collected.

Planning a successful virtual strategy meeting

Strategy meetings tend to be quite long. You might put a full day or even two aside for your planning, perhaps another full day the following week for the follow up.

For that reason, it’s often better to do them in-person instead of remote, but do what works best for you and the team.

Personally I would prefer to meet in person as in my experience you get better engagement with the process.

If you have to hold the workshop remotely, with people dialling in, make sure you schedule enough screen breaks. I put a break in at least after every 90 minutes — people just can’t focus for that long.

You can also use breakout rooms to set people up to work in small groups (in person or remotely using your collaboration software) so they can interact more easily.

Sample strategy planning meeting agenda template

Every effective meeting needs an agenda, and the great thing about strategic sessions is that you can tailor the agenda to cover the topics that would be the most valuable to wherever you are in the planning cycle. The strategic planning agenda below assumes you are meeting in-person, and is suitable for a strategic review session.

9.30am: Welcome

Use this time for introductions. Do an ice breaker exercise if your attendees won’t think it is cheesy (mine would).

I start by sharing the meeting objectives and making it clear this is a strategic meeting so people don’t get carried away with the detail. Discuss ways of working e.g. who is capturing what actions, what you’ll do if there is a stalemate for a decision, what decision-making tools you are using.

You might want to introduce ground rules for the session such as

• No taking calls in the room
• Take space, make space
• Share your experience

etc. I think my delegates would find this a little patronizing as they have all worked together for many years, but I can also see that there would be circumstances in which it is appropriate to refresh expectations.

If you think they would value having some guardrails for acceptable behavior during the conversations, then by all means add time for that into the agenda at this point.

10am: Big picture strategy

Present the overall roadmap, for example, a timeline for the 5 year plan. Make sure everyone is clear on where the organization is going and what big chunks make that up. For example, perhaps you have a couple of different portfolios that support the strategy.

You can use this time to talk about the current situation, the company’s strategy and how your department fits into that. This section should answer the question: where are we now?

10.30am: Coffee break

Give people time for a bathroom break and to get something to drink. Bonus points if you provide the coffee!

10.45am: Progress review

Have each executive or leader in the room share their area’s progress against their area of the strategic plan. They can bring in team members to present specific topics if that would help, and if their expertise is needed as part of the debate.

These presentations don’t necessarily need to be formal, but they should cover what objectives the department is working to, how they link to the big picture strategy and whether they are on track. Talk about whether milestones are on track to be hit. Present the budget figures related to the area and the confidence levels around meeting those.

This section of the agenda might be long, depending on how many leaders you have to get round, so adjust the rest of the agenda to fit your timings. I’d suggest everyone gets 30 minutes but it depends on what you think they have to share and how much discussion there will be about each area. If possible, timebox the updates so you keep the meeting moving.

Alternative session: Where do we want to be?

If you haven’t got strategic progress to report, use this time to:

• Brainstorm where you want to be
• Agree where you are going
• Create a vision for the next 3 years
• Document the vision and mission.

12.45pm: Lunch break

Schedule in some time to eat and return calls. I think people get back to the meeting more quickly if you provide lunch in the room.

1.30pm: Key issues

It’s worth parking the discussion of any major issues that affect multiple areas until after everyone has had a chance to present their updates, because then it’s easier to see the bigger picture and what might be affected.

Use this time to review anything that dropped out of the morning’s conversations. There might be new opportunities, challenges, resource constraints, market changes and more.

This section of your day should answer the question: what might stop us from getting where we want to go? Think about the values, skills, culture and risks that might block your progress.

2.30pm: Revise plans

After you’ve discussed the challenges or opportunities that present themselves, go back to the plans and see how that information affects what you are committing to do for the next period.

Agree changes as required. This part of your agenda answers the question: what do we need to do? If you do need to do anything differently in order to get back on track or head off in the right direction, this is where you should be discussing and agreeing.

3.30pm: Action planning

I like action planning! Strategy meetings should be all about decision-making, so you should ring-fence some time to talk about how to turn those decisions into action items . List out what needs to be done and allocate owners and timescales to each.

One thing that should definitely be on the action list is how you are going to communicate the decisions made today to everyone else in the team. Add them to the decision log . Make sure someone is responsible for creating and circulating meeting minutes .

This is an important part of the strategy meeting and it answers the question: how will we do it?

4.30pm: Any Other Business

Use this time for the ‘one last thing’ that people want to bring up. If you’ve had a parking lot up on the wall, check that all the topics have follow up actions planned so the conversations can continue outside of the room.

5pm: Wrap up and close

Finally, wrap up the meeting, draw it to a close and if you are going to meet again, put the date in the diary. Then go down the pub!

Tailoring the strategy agenda

As you’ve probably realized, there is no one-size-fits-all strategy meeting agenda that will suit every need. If you are starting from scratch and are using the time to write your strategy, you’ll need to put time aside for brainstorming new ideas, a presentation of market research analysis or feedback from customer focus groups.

If you are reviewing the projects that make up the strategy, you might bring each project manager in to present their project, before discussing as a team what initiatives need to be brought into the portfolio to ensure the strategic goals can be met.

The important thing is to always go back to the why: why are you meeting and what do you want to get out of the time? You can’t go wrong if you start there.

5 Considerations for a strategy planning workshop

So you’re ready to draw up that meeting agenda. Here’s what to consider before you get going.

1. Set the objective

I like to write the objective for any meeting at the top of the agenda. It helps focus people’s minds and keeps the conversation on track. Think about what you are meeting for and what the leadership teams are expecting to get out of it. Here are some examples:

• To define the 5-year growth plan for the organization
• To establish the projects we want to focus on to meet our strategic goals for the next 12 months
• To review the new products we intend to bring to market in the next 3 years
• To set the IT agenda for the next 24 months

You can hold strategic planning workshops for departments, teams or for the business overall. You can plan for the long term or adopt a rolling wave planning approach to plan ongoing. So which is it for you?

2. Let people know what is going to happen

Set expectations for the meeting. Let people know what contributions are expected from them. What do they need to prep in advance? Ask them for their agenda items – you might not include them as ‘real’ agenda items but it would help to know what talking points they intend to bring up.

Share any papers, timelines, business cases, strategy documents etc that make useful background reading. The more ready people are to contribute, the more you will get done during the meeting.

3. Prepare for conflict

As the meeting facilitator, you’ll have a good idea of the topics that will come up. And the potential flashpoints. For example, there are always conversations about budget. Doing anything strategic seems to cost a lot, and investing in one area means another area doesn’t get the investment.

Try to spot any sources of potential disputes in advance so you have pre-meeting conversations to manage expectations and ensure everyone comes to the session with an open mind (and the data to support their case). Healthy debates are to be encouraged!

Think about how to resolve conflict as a team if you can’t get to consensus. There are several group decision-making techniques you could try. In my experience, it’s often the most senior person in the room who makes the final call – strategy is not always a team game. It might not feel fair, but there are often political, economic, commercial and environmental reasons for decisions that might not always be clear to everyone in the room.

Whatever you think the outcome might be, have a few phrases to help facilitate the debate if it seems attendees are getting stuck. For example:

“Ultimately, it’s Fiona’s decision. Fiona, what do you want us to do?” “Let’s continue this conversation for another 10 minutes and if we aren’t able to reach a decision at that point, I suggest that Henry and Priya book some time to review and come back to us with a recommendation next week.” “IT are the guardians of that process. Do you agree to that approach?”

4. Prepare to go off script

I’ve been in strat planning meetings where we started with an agenda and then went totally off script… and the output was all the better for it. It’s great to have an agenda, and the template above gives you a starting point, but if it feels like the right thing to do is to delve into a particular area, then do it.

Strategy is too important to shortcut. If it feels like the meeting is taking longer, just say: “This feels like an important topic. Is everyone OK with staying with it for a little longer?” or “That isn’t something we were going to cover today but it sounds like it’s important that we get into it. Does everyone agree?”

Talk about what needs to be talked about. Strategy work takes time. The agenda is there as a guide but sometimes you just need to get it all out on the table.

5. Define success

What would a successful meeting look like? Sometimes it’s going to be OK to just talk and debate until you get to the heart of your strategy. Other times you might want to go all in on a brainstorming session and success will look like 20 new ideas.

It might be that you want to gain agreement on three new projects or prepare an update to go to the next board meeting. Think about what would constitute a successful outcome and try to guide people towards that.

Your next steps

• Agree the goals of your strategy meeting
• Write the agenda
• Socialize some of the ideas
• Adequately prepare for the session so you feel ready to facilitate it

In this article you learned what to include in your strategy planning meeting agenda and what considerations go into planning a successful strategy workshop. Don’t forget to grab a free action log template to record all the good stuff that comes out of your meeting. I hope it goes really well for you!

Pin for later reading

Project manager, author, mentor

Elizabeth Harrin is a Fellow of the Association for Project Management in the UK. She holds degrees from the University of York and Roehampton University, and several project management certifications including APM PMQ. She first took her PRINCE2 Practitioner exam in 2004 and has worked extensively in project delivery for over 20 years. Elizabeth is also the founder of the Project Management Rebels community, a mentoring group for professionals. She's written several books for project managers including Managing Multiple Projects .

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Meeting agenda examples: How to plan, write, and implement

Your agenda tells your team what to expect during a meeting and how they can prepare for it. Ideally, you’ll use your agenda to connect your team with the meeting’s purpose, assign tasks or items to team members, and designate a realistic amount of time to each agenda item. A great meeting agenda maximizes the meeting’s effectiveness and keeps your team on track.

An effective agenda communicates the purpose of your meeting, gives your team the chance to prepare their agenda items, and keeps everyone on track.

Whether you’re preparing for your next board meeting, staff meeting, or business meeting, we’ll help you write an agenda that will maximize your meeting’s potential.

What is a meeting agenda?

A meeting agenda serves as a structured roadmap for your meeting, detailing the topics and activities planned. Its primary role is to provide meeting participants with a clear framework, outlining the sequence of events, the leader for each agenda item, and the time allocated for each task. By having this agenda as a guide both before and throughout the meeting, it helps to facilitate an efficient and productive flow of discussion.

How to write a meeting agenda

Crafting a meeting agenda is a key step in ensuring a focused and productive meeting. Here's how to do it effectively.

1. Clarify meeting objectives

The first step in writing a meeting agenda is to clearly define any goals. In clarifying the goal, be as specific as possible. This specificity helps guide the discussion and ensure that the meeting remains focused. It also helps stakeholders prepare for the meeting.

For example, if the goal is to finalize the budget for the next quarter or discuss new business, participants would come prepared with relevant data and insights.

A well-defined goal also helps set the meeting's tone and align everyone's expectations. This clarity leads to a more structured discussion and a more productive meeting overall.

2. Invite participant input

Inviting input from participants before finalizing the agenda is a critical step in creating a comprehensive and inclusive meeting plan. This involves reaching out to potential attendees and asking if there's anything specific they would like to discuss or add to the meeting agenda.

For example, if you're planning a meeting for a project team, you could send an email asking each member to suggest topics they feel are important to address. This could reveal issues or ideas you hadn't considered, ensuring a more well-rounded agenda.

Incorporating participant input not only makes the agenda more comprehensive but also increases engagement. When team members see their suggestions included, they feel valued and are more likely to participate actively in the meeting. It also ensures that the meeting addresses the concerns of all attendees.

Gathering input can be done through various channels, like email, shared docs, or team collaboration tools. The key is to make it easy for meeting participants to contribute and to ensure their suggestions are considered and, where appropriate, included in the final agenda.

3. Outline key questions for discussion

Making a list of important things to talk about is important for keeping the meeting on track and focused. Start by identifying the main meeting topics that need to be addressed and framing them as questions.

For instance, if the meeting is to discuss the progress of an ongoing project, key questions might include:

What are the current roadblocks in the project?

How are we tracking against the project timeline

What resources are needed to maintain the pace of work?

These questions serve as talking points and a guide for the discussion, ensuring that all relevant topics are covered. They also help in structuring the conversation, making it easier for participants to prepare and engage effectively.

4. Define each task’s purpose

Each task or topic on the agenda should have a clearly defined purpose. This transparency helps participants understand the importance of each discussion point and how it relates to the overall goal of the meeting.

For example, if one of the agenda items is to review recent client feedback and performance metrics, the purpose might be to identify areas for improvement in customer service. By stating this purpose, participants can focus their thoughts on this specific objective, leading to a more targeted and fruitful discussion.

Defining the purpose of each task also helps prevent the meeting from going off track. When participants understand why a topic is being discussed, they are less likely to veer off-topic, making the meeting more efficient.

5. Allocate time for agenda items

Effective meeting management requires allotting time for each item on the agenda. This includes determining the amount of time needed for each meeting topic or task and scheduling the meeting appropriately.

For instance, if you have five items on your agenda, you might allocate 10 minutes for a brief update, 20 minutes for brainstorming, and 15 minutes for discussing action items. This time allocation should be based on the complexity and importance of each topic.

Effective time management requires being realistic with your time estimates and factoring in extra time for unforeseen conversations or inquiries. This approach helps in keeping the meeting within the scheduled time frame, respecting everyone's time, and maintaining focus.

6. Assign topic facilitators

Assigning facilitators for each topic on the agenda can greatly enhance the effectiveness of the meeting. A facilitator’s role is to guide the discussion, make certain that the conversation stays on track, and that all voices are heard.

For example, if one of the agenda items is to discuss sales strategies, you might assign this topic to a senior salesperson. Their expertise and familiarity with the subject can help steer the conversation productively.

Facilitators should be chosen based on their knowledge of the topic and their ability to manage group discussions. They should also be briefed on their role and the expectations for the discussion.

7. Write the meeting agenda

Finally, compile all the elements into a structured and comprehensive agenda. The agenda should include the meeting’s goal, a list of topics to be discussed with their purposes, time allocations, and assigned facilitators. This structure provides a clear roadmap for the meeting, ensuring that all important points are covered.

Share the agenda with all participants well in advance of the meeting. This allows them to prepare and ensures that everyone is on the same page. A well-written agenda is a key tool in running an effective and productive meeting.

Tips to create an effective meeting agenda

Let’s start with some of our favorite tips on creating great meeting agendas so you can make the most of yours:

Create and share your meeting agenda as early as possible. At the very latest, you should share your meeting agenda an hour before the meeting time. This allows everyone to prepare for what’s going to happen. Your team can also relay questions or additional agenda items to you for a potential adjustment before the meeting. Besides, when your team members have a chance to properly prepare themselves, they’ll have a much easier time focusing during the meeting.

Link to any relevant pre-reading materials in advance. This can be the presentation deck, additional context, or a previous decision. Everyone arriving at the meeting will be on the same page and ready to move the discussion forward rather than asking a ton of questions that take up relevant time.

Assign facilitators for each agenda item. Remember that feeling of being called on in school when you didn’t know the answer? It’s a pretty terrible feeling that we’re sure you don’t want to evoke in your teammates. By assigning a facilitator for each agenda item before the meeting, you allow them to prepare for a quick rundown of the topic, questions, and feedback.

Define and prioritize your agenda items. Differentiate between the three categories of agenda items: informational, discussion topics, and action items. Clarifying the purpose of each agenda item helps your team member understand what’s most important and what to focus on. You’ll also want to prioritize which items are most important and absolutely have to be discussed during the meeting and which ones can be addressed asynchronously, should the clock run out.

Use your meeting agenda during the meeting to track notes and action items. That way, all of the meeting information is in one place. If anyone has questions about decisions or action items from the meeting, they have an easy place to find it. Bonus: Do this in Asana so you can assign out action items and next steps to ensure nothing falls through the cracks. Asana also integrates with Zoom and pulls in your Zoom recording or meeting transcript directly into the meeting agenda task.

Create flow by categorizing your agenda items. To maximize productivity, you’ll want to create a meeting agenda that flows well. Batch similar items together and ensure they can build off of one another. For example, list any informational items before the discussion items so your team has all of the information going into the discussion.

Allocate enough time for each item on your agenda. Nobody will complain about a meeting that runs short—keeping everyone longer than anticipated isn’t as much fun. Plan sufficient time for each agenda item by calculating an estimated time and adding a couple of minutes as a buffer. This will help with keeping your team on track and moving on from a topic when the time runs out.

By sticking to these best practices, you can ensure that your meeting agenda is a reliable tool and does the job—before, during, and after your meeting.

Why are meeting agendas important?

Whether you work from home and take virtual calls or sit in the office and meet in person, meetings can be incredibly draining. Beginning with some small talk may be nice to get to know each other better or catch up on what everyone did this past weekend but it certainly isn’t goal-oriented or productive. A meeting agenda can help your team maximize the potential of each meeting you hold.

Our research shows that unnecessary meetings accounted for 157 hours of “work” in 2020, compared to 103 in 2019. Considering a 40-hour work week, that’s almost four weeks of wasted time. This is where your meeting agenda comes in. If you’re doing it right, writing your meeting agenda is the first and best indicator of whether or not your meeting is actually necessary. If you find that everything on your meeting agenda can be discussed asynchronously , you can cancel the meeting and share your message in a time-saving email.

That isn’t to say all meetings should be replaced by emails. If you’re sure that the meeting is justified and necessary in order to drive your team’s progress, have that meeting. However, always make sure that you create an agenda before getting together so your team members know what you’ll be discussing and why the meeting matters.

Here are a few more great reasons to have meeting agendas:

Your agenda allows everyone to prepare for the meeting. Ideally, every item on your agenda will have a dedicated topic facilitator. When everyone going into the meeting knows what their responsibilities are in advance, they have time to prepare and will be more efficient during the meeting.

It shows you’re considerate of your team’s time. When your team receives a well-thought-out meeting agenda, they’ll immediately see that the meeting is actually necessary. Besides, it’s also a roadmap that will keep you on track during the meeting and ensure no time is wasted.

An agenda sets clear expectations of what will and won’t be discussed. Think of a meeting agenda as a way of setting boundaries and ensuring that only topics on the agenda will be talked about. If anything comes up during the meeting that needs to be discussed, write it down in your minutes and return to it later. Either at the end of your meeting—if you got through it faster than expected—asynchronously, or in the next meeting.

It keeps your team on track. Your meeting agenda will prevent your team from drifting off—whether that’s discussing non-agenda topics (like the barbecue at Kat’s place last night) or taking too much time for an item that had specific time allocated.

Your agenda will provide purpose, structure, and opportunities to collaborate. With a clear plan for everyone to follow, your team will go into the meeting knowing the purpose and goal of the meeting. Your meeting agenda also allows your team to direct their attention toward opportunities to collaborate, whether that’s during a brainstorming session , a town hall, or your daily standup.

Track next steps and action items so nothing falls through the cracks. Keep your agenda open during the meeting to capture any next steps or action items . By adding them directly into the agenda, these items won’t be forgotten when the meeting ends.

Meetings are great opportunities for your team to bond but the time spent on small talk can be worked into the first few minutes of the agenda rather than surfacing every now and then during the meeting, disrupting the flow and productivity or your team’s discussion.

Meeting agenda examples

We’ve discussed what makes a good meeting agenda and what you should avoid doing but, as always, it’s easiest to learn from a real life example. Let’s take a look at a project kickoff meeting agenda created in Asana:

As you can see, each item has a timebox and a teammate assigned to ensure everyone knows when it’s their turn and how long they have to lead their discussion or give their presentation. The agenda also has relevant files attached and is shared with all team members for visibility and better collaboration.

Meetings are a staple in the professional world, each with its own unique focus and dynamics. Understanding how to tailor your meeting agenda to the type of meeting you're conducting is key to ensuring effective communication and teamwork. Here are some common types of meetings and examples of how to structure their agendas.

Team meeting agenda

Team meetings serve as a platform for team building, decision making, and brainstorming. They can vary in frequency and duration but are essential for ensuring alignment and forward momentum. Effective team meeting agendas should include recurring items for regular meetings and space for new, ad-hoc topics. It’s also vital to track next steps and responsibilities assigned during the meeting. An example of a 45-minute team meeting agenda might cover metrics, a round-table plan, identification of blockers, and recognition of team members' contributions​​.

Daily Scrum meeting agenda

Daily scrum meetings, or stand-ups , are brief, focused gatherings aimed at keeping the team aligned during a sprint. These meetings typically cover blockers, a recap of the previous day’s work, goals for the current day, and progress towards sprint goals. The agility of these meetings helps in maintaining momentum and addressing issues promptly.

Project kickoff meeting agenda

Project kickoff meetings bring together cross-functional teams to start a new project. These meetings set the tone for the project and align everyone on objectives and expectations. The agenda should cover the project brief, roles and responsibilities, meeting cadence, actionable next steps, and a Q&A session to clarify doubts and ensure everyone is on the same page​​.

Retrospective meeting agenda

A retrospective meeting is a type of recurring meeting focused on reflecting on a past period of work, usually at the end of a project cycle or sprint. Its main purpose is to share information among team members about what worked well and what didn't. During the meeting, the entire team discusses various meeting topics, including successes, challenges, and blockers that impacted their work. This process helps in identifying areas for improvement and developing strategies to address any issues. Retrospective meetings are vital for continuous team development and ensuring better outcomes in future work cycles.

One-on-one meeting agenda

One-on-one meetings , whether they are between a manager and a direct report, peer-to-peer, or skip-level, are crucial for discussing work projects, roadblocks, and career development. They are foundational for building trust.

A good agenda for these meetings should balance topics like motivation, communication, growth, and work-related discussions. Avoid status updates; those are better suited for stand-up meetings. Sample questions for a weekly one-on-one might include assessing highlights and lowlights of the week, discussing any blockers, and inquiring about work-life balance​​.

Remote one-on-one meeting agenda

Remote one-on-one meetings require a slightly different approach, with a focus on rapport-building and clear communication. Since physical presence is lacking, these meetings benefit from a shared online agenda accessible to all participants. Key points could include checking in on general well-being, discussing current work assignments, and addressing any immediate concerns or assistance needed​​.

Skip-level meeting agenda

Skip-level meetings, involving senior managers and employees not in their direct report chain, offer a chance to connect across organizational levels. These meetings are ideal for discussing broader career development and providing feedback to senior leadership. Agenda items might cover clarity on company strategies and goals, personal professional objectives, and suggestions for organizational improvements​​.

Leadership team meeting agenda

Leadership team meetings are vital for strategic decision-making and issue resolution at the highest levels of an organization. An effective agenda for such meetings might include personal updates, reviewing key metrics, sharing wins and insights, discussing important messages, addressing pressing issues, and allocating time for an open discussion or "hot seat" session where specific topics are addressed in-depth​​.

Each type of meeting, be it an all-hands gathering, one-on-one discussion, performance review, or team brainstorming session, requires a thoughtfully crafted agenda to avoid unproductive meetings and keep discussions on track.

By using these meeting agenda examples, you can ensure that each meeting, regardless of its format, contributes meaningfully to the organization's goals and enhances teamwork and collaboration.

Running an effective meeting

It’s one thing to have an amazingly organized and detailed agenda that your team can reference before the meeting—using it as a tool during the meeting is a whole other ballpark. These tips will help you make your meeting agenda as useful during the meeting as it is as a preparation tool

Stick to your agenda. The best agenda becomes useless if you don’t stick to it during the meeting. Try not to bounce back and forth between agenda items but rather stick to the priorities you established earlier.

Stick to your timeboxes. It absolutely helps release some tension and lighten the mood if you have a bit of small talk or a quick check-in at the beginning of your meeting. That’s why you should allocate three to five minutes to this—and stick to the timeframe. Pictures of Kabir’s son’s adorable Halloween costume can be shared elsewhere so you have enough time to reach your meeting’s goals now.

Designate a note taker. At the beginning of the meeting, designate a note taker who will write down any questions, feedback, tasks, and ideas that come up during the meeting. You can rotate this position so everyone on your team gets to contribute at some point. Ideally, these notes are taken in the same place as the meeting agenda—this will make it a lot easier for team members to follow the notes and link them to agenda items. Notes can also be directly entered into Asana for real-time updating and tracking

Follow up after the meeting. Typically, the note taker will be responsible for following up with the meeting notes afterward. The notes should include any decisions that were made during the meeting, tasks that need to be completed, and questions that remained unanswered. If possible, assign teammates and add due dates to action items to keep accountability high. To ensure that these action items are tracked and completed, they should be promptly added to our Asana project management tool.

Make the most out of every meeting

With Asana, you can keep your meeting agenda, meeting minutes, and meeting action items in one place. Effortlessly share the agenda with your team and assign agenda items in real time so nothing falls through the cracks.

Streamlining your meetings with one central tool will reduce the amount of work about work your team faces, connect everyone to the purpose of the meeting, and allow for productive meetings everyone enjoys.

Related resources

Critical path method: How to use CPM for project management

15 project management interview questions, answers, and tips

Unmanaged business goals don’t work. Here’s what does.

How Asana uses work management to drive product development

The 16 Types of Business Meetings (and Why They Matter)

There is SO MUCH advice out there about how to run meetings, and most of it is just useless.

It’s not that the advice is wrong, per se. It’s just not specific enough.

• Introduction
• Background: The thinking behind the taxonomy
• Cadence Meetings
• Catalyst Meetings
• Meetings to Evaluate and Influence
• Table: Summary of Types
• Example: How Different Types of Meetings Work Together

For example, it’s not wrong to tell people they need an agenda with clear outcomes listed for every topic. It just doesn’t apply to a lot of situations. A detailed agenda for the one-on-one with my boss? For the sales demo? For our morning huddle? Yeah, I don’t think so. For the board meeting or the requirements analysis meeting? Absolutely.

Sometimes an organization has a pervasive problem with meetings. People complain that there are too many meetings, nothing gets done, it’s wasted time, it’s all power and politics instead of productivity—and they start to look for solutions. They find lots of generic advice, and they find lots of this kind of drivel:

Crushing morale, killing productivity – why do offices put up with meetings? There’s no proof that organisations benefit from the endless cycle of these charades, but they can’t stop it. We’re addicted. by Simon Jenkins for the Guardian September 2017

This article is wildly popular. Over 1000 people who hate having their time wasted in meetings paradoxically had extra time they could spend commenting here to express their agreement and outrage.

Mr. Jenkins has clearly struck a nerve. It’s the kind of pandering that drives clicks and sells ads, which makes that a job well done for the Guardian. But it’s also nonsense.

There’s no proof that organizations benefit from meetings? You can only say something like that when you’re speaking too generally for anyone to know what you’re talking about. Because otherwise – did you hear that, sales teams? There’s no proof those client meetings help your company. Go ahead and cancel them! Hospital workers, stop wasting your time in those shift-change meetings! You should know what to do without talking to each other so much – go heal people already! Boards? Board meetings are for losers. Just use chat and email to manage all your governance duties.

When you get specific about the kind of meeting you’re talking about, the generic “meetings waste time” or “you must have 5 people or less” statements become ridiculous, and people who complain about meetings in general sound like childish whingers.

A meeting is not a meeting.

Want to skip the background information?  Jump ahead to the taxonomy.

This doesn’t mean that meetings in general work great and that there’s no problem to solve here. It just means that there isn’t a singular meeting problem that has a simple meeting solution .

This is a challenge for us!

At Lucid, we work to help our clients get meaningful business results from their meetings, and to do this, we have to get specific. The coaching we provide for our committee clients is not the same advice we give to leadership teams .

Mr. Jenkins correctly points out that when you invite 20 people to a meeting designed for 5, it doesn’t work anymore. Well, duh. His conclusion is that meetings don’t work. A more useful conclusion is that if you’re going to invite 20 people, you should run a meeting designed to work for 20 people. That’s entirely doable, but it’s also a very different meeting.

In brief: the solution to a meeting problem depends on the kind of meeting.

Which raises the question: what are the different kinds of meetings? If it isn’t useful to provide guidelines for all meetings, is it at least possible to establish useful guidelines for a certain type of meeting? Or do we really need to look at each and every single meeting as if it was totally unique and special?

This question has driven much of our work over the past 10 years.

We found that there is a core structure underlying all successful meetings , acting as a kind of skeleton. Every meeting needs bones, but after that, the kind of animal you get on top of those bones can vary wildly. A fish is not a bird is not a kangaroo, despite the fact that they all have a head and a tail.

We found that meetings work together , and that looking at individual meetings in isolation leads to misunderstandings. It’s like studying a single bee; the drone’s dance doesn’t make a lot of sense unless you know that there are other bees watching. Meetings are designed to beget action that is evaluated and built upon in subsequent meetings, and the sequence and cadence at which these meetings occur drives the momentum of that action. Looking only at a single meeting means you miss the clues that lead to the honey.

We work with facilitators and experts to design agendas and guidebooks for running specific meetings . We’ve seen where the structures look the same, and where they differ. There are lots of specific ways to run a status meeting, but even though there’s a lot of variety between them, every status meeting still looks way more like every other status meeting than it does like any strategic planning session. Mammals are more like other mammals than any of them are like an insect.

And of course we work with clients and hear concerns about all those things that the experts don’t talk about, like how to lead a decent meeting when the group thinks meetings aren’t cool, or how to prepare in advance when your goal is to “wow” everyone during the meeting. We know people worry about how to walk those fine lines between inclusiveness and efficiency, and between appropriate framing and facilitation on the one hand, and manipulation on the other. We hear how they experience specific meetings in the context of getting real work done, and can see how priorities shift between getting the content right and getting people connected.

A Taxonomy for Meetings

From all of this, we’ve developed a taxonomy for meetings that we use to help answer these questions:

• Assessing Meeting Performance Maturity : Which kind of meetings does an organization run, and which ones does it need to know how to run well? How well does it run those meetings?
• Meeting Design : If I need to design a new meeting, is there a core pattern I can build on? What factors of the design have the greatest impact on success for this kind of meeting?
• Meeting Problem Diagnoses: If there is a problem with a meeting, are there common requirements for that kind of meeting that I can check first? Are there things going on in that meeting that might work in other meetings, but are incompatible with success in this one?
• B.S. Filter: Is the advice I’m hearing or reading relevant to the success of this meeting, or is it meant for another sort? Or worse, is it generic B.S.?

Background Work: Forming the Hypothesis

We’re not the first to propose a meeting taxonomy. If you search for “types of meetings” and if you read any books on meetings, you’ll find many ways to break down meetings by type. Most lists include between 4 and 6 different types; things like Issue Resolution meetings and Decision Making meetings.

To build our taxonomy, we started with a set of 6 types and a list of all the different kinds of meetings we could think of, then tried to match them up.

This was frustrating. No matter which list we started with, within a few minutes we always found an example that didn’t fit.

For example, Google highlights this list of the 6 Types of Meetings by MeetingSift as the definitive list. It’s very similar to many of the other lists out there.

• Status Update Meetings
• Information Sharing Meetings
• Decision Making Meetings
• Problem Solving Meetings
• Innovation Meetings
• Team Building Meetings

So – you tell me. Which one of those does the board meeting fit into? How about the project retrospective? The answer is that meetings like the ones that you might actually find on your calendar can fit into several of these types.

Whenever we found a meeting that didn’t fit, we set it aside and asked “why?” What is it about that meeting which meant it should be treated differently than these others?

Because we are focused on driving tangible business results, we found we needed to get more specific. In the end, we found that there were three major factors that impact how to approach a meeting.

• The Meeting Intention
• The Meeting Format

The Expected Participation Profile

Our current taxonomy uses these factors to describe 16 distinct meeting types, and gives a nod to a significant 17th that falls outside of our scope.

The Differentiators: Intention, Format and Participation Profile

Before we dive into the specific types, let’s take a look at the factors that make them distinct in more detail.

Meeting Intention

The intention behind a meeting is most often expressed as the meeting’s purpose and desired outcomes. In other words, why do people run this kind of meeting? What is it meant to create?

There are two major outcomes for any meeting: a human connection and a work product. We found that many attempts to categorize meetings dealt only with the work product, which often led to bad advice.

For example, the intention of a decision making meeting is:

• A decision (the work product) and
• Commitment to that decision from the people in the room (a human connection outcome)

It is very easy to run a decision making meeting that achieves 1 (a decision) but fails to achieve 2 (commitment), and therefore will fail to deliver the expected business result. If you have ever been in a meeting where you’re discussing a decision you thought had already been made, you know this to be true.

Our taxonomy attempts to look at both kinds of outcomes when describing the meeting intention.

When we first started looking at meeting format, we used a standard breakdown of “formal” and “informal” to help distinguish between the board meetings and the team meetings, but we abandoned that pretty quickly because it didn’t hold up in practice.

In practice, we found that while boards have rules that they must follow by law, and they do, this didn’t necessarily mean that the majority of the meeting followed any very strict structure. Many board meetings actually include lots of free-form conversation, which is then briefly formalized to address the legal requirements.

By contrast, we would have considered an Agile team’s daily stand-up meeting as an informal meeting. Heck, we run those and I don’t always wear shoes. But despite this casual, social informality, the daily stand-up runs according to a very clear set of rules. Every update includes just three things, each one is no longer than 2 minutes, and we never ever ever problem solve during the meeting.

It turns out that formal and informal told us more about a participant’s perception of social anxiety in a meeting than it did about the type or format of a meeting. I experience stand-ups and interviews as informal, largely because I’m in charge and am confident of my role in these meetings. I doubt everyone I interview considers it an informal chat, though, and I imagine our stand-up may feel pretty uptight to someone who wasn’t used to it.

Instead of formal and informal, we found that the strength of the governing rituals and rules had a clearer impact on the meeting’s success. By this measure, the daily stand-up is highly ritualistic, board meetings and brainstorming sessions abide by governing rules but not rigidly so, and initial sales calls and team meetings have very few prescribed boundaries.

This still didn’t quite explain all the variation we saw in meeting format, however. When we looked at the project status update meeting, we realized it shared some characteristics with the board meeting, but these project meetings aren’t governed by rules and laws in the same way. And while the intention for project updates is always the same—to share information about project work status and manage emerging change—there’s a ton of variation in how people run project status updates. Some teams are very formal and rigid, while others are nearly structure free. This means our “governing rituals” criteria didn’t work here.

The format characteristic all project status update meetings do share, and that you’ll also see with board meetings, is a dislike of surprises. No project manager wants to show up to the weekly update and get surprised by how far off track the team is, or how they’ve decided to take the project in some new direction. Board members hate this too. For these meetings, surprises are bad bad bad!

Surprises are bad for project updates, but other meetings are held expressly for the purpose of finding something new. The innovation meeting, the get-to-know you meeting, the problem solving meeting all hope for serendipity. Going into those meetings, people don’t know what they’ll get, but they try to run the meeting to maximize their chances of something great showing up by the time they’re done.

So, when categorizing meetings based on the meeting format, we looked at both:

• The strength of governing rules or rituals
• The role of serendipity and tolerance for surprise

Last but not least, we felt that who was expected to be at a meeting and how they were meant to interact had a major impact on what needed to happen for the meeting to succeed.

The question behind these criteria is: what kind of reasonable assumptions can we make about how well these people will work together to achieve the desired goal?

Remember: every meeting has both a human connection outcome and a work outcome.

This has many significant design impacts. For example, in meetings with group members that know each other already, you can spend less meeting time on building connection. We don’t do introductions in the daily huddle; we assume the team handled that outside the meeting.

In meetings where the work product is arguably far more important than the human connection, it’s not always necessary for people to like one another or even remember each others’ names as long as the meeting gets them all to the desired goal efficiently. A formal incident investigation meeting does not need the person under investigation to know and like the people on the review board to achieve its goal.

By contrast, some meetings only go well after the team establishes mutual respect and healthy working relationships. The design of these meetings must nurture and enhance those relationships if they are to achieve the desired outcomes. Weekly team meetings often fail because people run them like project status updates instead of team meetings, focusing too heavily on content at the expense of connection, and their teams are weaker for it.

After much slotting and wrangling, we found there were three ways our assumptions about the people in the room influenced the meeting type.

• A known set of people all familiar with one another. Team meetings fit here.
• A group of people brought together to fit a need. Kickoffs, ideation sessions, workshops all fit here.
• Two distinct groups, with a clear us-them or me-them dynamic, meeting in response to an event. Interviews fit here, as do broadcast meetings and negotiations.
• The expected leadership and participation styles. Every type of meeting has a “default” leader responsible for the meeting design; usually the boss or manager, a facilitator, or the person who asked for the meeting. Most also have an expected interaction style for participants that, when encouraged, gets the best results. Some meetings are collaborative, some very conversational, like one-on-ones, and some are very formal – almost hostile. Still others, like the All-Hands broadcast meeting, don’t require any active participation at all.
• The centrality of relationships. Finally, we looked at whether the meeting’s success depended on the group working well together. Nearly every meeting that teams repeat as part of their day-to-day operations works best when team members get along, and becomes torturous when they don’t. Outside of regular team meetings, there are also meetings designed explicitly to establish positive relationships, such as the first introduction, interviews, and team chartering workshops. In all these cases, a successful meeting design must take relationships into account.

Criteria We Considered and Rejected

There are lots of other factors that influence how you plan and run any given meeting, but we felt that they didn’t warrant creating a whole new type. Here are some of the criteria that impact meeting design, but that we didn’t use when defining types.

Location and Resources

Face-to-face or remote, walking or sitting, sticky notes or electronics documents; there’s no question that the meeting logistics have an impact. They don’t, however, change the underlying goals or core structure for a meeting. They simply modify how you execute on it.

A design workshop for creating a new logo will deal with different content than one for developing a new country-sponsored health plan or one for creating a nuclear submarine. At the human level, however, each of these design workshops needs to accomplish the same thing by engaging the creative and collaborative genius of the participants in generating innovative solutions. Similarly, project meetings in every field look at time, progress, and budget. The content changes, but the core goals and format do not.

This one is like logistics. You absolutely have to change how you run a meeting with 20 people from how you led the same meeting with 5. But again, the goals, the sequence of steps, the governing rituals – none of that changes. In general, smaller meetings are easier to run and more successful on a day-to-day basis. But if you legitimately need 20 people involved in that decision, and sometimes you do, that is an issue of scale rather than kind.

Operating Context

What comes before the meeting and what’s happening in the larger ecosystem can have a huge impact on how a team approaches a meeting. A decision-making meeting held in times of abundance feels radically different than one you run to try and figure out how to save a sinking ship. Even so, the underlying principles for sound decision making remain the same. Some situations absolutely make it way harder to succeed, but they don’t, in our opinion, make it a fundamentally different kind of meeting.

Now, given that extended lead up, what types did we end up with?

The 16 (+1) Types of Meetings

I’ve broken our list into three main groupings below and provided details for each type. Then, at the end, you’ll find a table with all the meeting types listed for easy comparison and a spreadsheet you can download.

Quickly, here’s the list. Details are below.

Team Cadence Meetings

• Progress Updates

One-on-Ones

• Action Review Meetings

Governance Cadence Meetings

• Idea Generation Meetings

Planning Meetings

• Decision Making Meeting

Sensemaking

• Introductions

Issue Resolution Meetings

• Community of Practice Meetings

Training Sessions

Broadcast meetings.

Want to learn more about this chart? See the follow-up post on the Periodic Table of Meetings .  

We Review, Renew, Refine: Meetings with Known Participants and Predictable Patterns

As we do the work of our organizations, we learn. The plans we made on day one may work out the way we expected, but maybe not. New stuff comes up and before too long it becomes obvious that we need to adjust course.

Organizations use these type of meetings to review performance, renew team connections, and refine their approach based on what they’ve learned.

All of these meetings involve an established group of people, with perhaps the occasional guest. Most happen at regular and predictable intervals, making up the strategic and operational cadence of the organization.

These meetings all follow a regularized pattern; each meeting works basically like the last one and teams know what to expect. Because the participants and the format are all known, these meetings often require less up-front planning and less specialized facilitation expertise to succeed.

The meeting types in this group are:

• Ensure group cohesion
• Drive execution
• the Weekly Team Meeting
• the Daily Huddle
• the Shift-Change Meeting
• a Regular Committee Meeting
• the Sales Team Check-In Meeting

Expected Participation Profile

These meetings are typically led by the “boss” or manager, but they can be effectively led by any team member. The best results happen when everyone invited engages collaboratively. Healthy relationships are important to meeting success.

Meeting Format

Team cadence meetings follow a regular pattern or standard agenda, which can be very ritualistic. Team meetings should surface new information and challenges, but big surprises are not welcome here. (Unless they’re super awesome!) These meetings are about keeping an established team personally connected and moving towards a common goal, and not about inspiring major change.

To learn more, visit our Team Cadence Meetings Resource Center.

Back to the list of types ⇧

Progress Checks

• Maintain project momentum
• Ensure mutual accountability
• the Project Status Meeting
• the Client Check-In

Project managers and account managers lead these meetings, and everyone else participates in a fairly structured way. In many ways, these meetings are designed to inform and reassure people that everyone else on the team is doing what they said they’d do, or if not, to figure out what they all need to do to get back on track. Functional relationships matter, but it’s not as important to the overall result that these people enjoy each other’s company. Because these meetings are mostly designed to “make sure everything is still working”, which matters to project success and the organization’s ability to plan, they can often be very boring for the individual contributors who already know what’s going on with their work.

Project updates follow a regular pattern. Some are very strict, others less so; this varies by the team and the kind of work they do. Surprises are entirely unwelcome. Any major surprise will cause a meeting failure and derail the planned agenda.

To learn more, visit our Progress Check Meetings Resource Center.

• Career and personal development
• Individual accountability
• Relationship maintenance
• the Manager-Employee One-on-One
• a Coaching Session
• a Mentorship Meeting
• the “Check In” with an Important Stakeholder

These meetings involve two people with an established relationship. The quality of that relationship is critical to success in these meetings, and leadership may alternate between the participants based on their individual goals. While these meetings may follow an agenda, the style is entirely conversational. In some instances, the only distinction between a one-on-one and a plain ol’ conversation is the fact that the meeting was scheduled in advance to address a specific topic.

One-on-ones are the loosey goosiest meetings in this set. Experienced and dedicated leaders will develop an approach to one-on-ones that they use often, but the intimate nature of these meetings defies rigid structure. People tend not to enjoy surprises in one-on-ones, but they infinitely prefer to learn surprising news in these meetings rather than in a team or governance cadence meeting. If you’re going to quit or fly to the moon or you’ve just invented the cure to aging, you’re way better off telling your manager privately before you share that with the board.

To learn more, visit our One-on-One Meetings Resource Center.

Action Reviews

• Learning: gain insight
• Develop confidence
• Generate recommendations for change
• Project and Agile Retrospectives
• After Action Reviews and Before Action Reviews (Military)
• Pre-Surgery Meetings (Healthcare)
• Win/Loss Review (Sales)

These meetings are led by a designated person from the team. When run well, action reviews demand highly engaged and structured participation from everyone present. Because action reviews are so structured, they don’t require the individuals involved to form great interpersonal relationships. They do, however, require professionalism, focus, and strong engagement. Action reviews that happen too infrequently or too far away in time from the action tend to become more conversational and less powerful.

Action reviews are highly ritualistic; these are the kind of meetings that inspire the use of the word “ritual”. The action review is a tool for continuous learning; the more frequently these are run and the tighter the team gets, the faster they learn and improve. Teams can and will change how they run these meetings over time based on what they’ve learned, and this avid pursuit of change for the better is itself part of the ritual. Action reviews take surprise in stride. The whole point is to learn and then refine future action, so while huge surprises may cause chagrin, they are embraced as lessons and used accordingly.

Can you tell these are some of my favorite meetings?

To learn more, visit our Action Review Meetings Resource Center.

• Strategic definition and oversight
• Regulatory compliance and monitoring
• Board Meetings
• Quarterly Strategic Reviews
• QBR (a quarterly review between a vendor and client)

The teams involved in governance meetings are known in advance, but don’t necessarily work together often. Nor do they need to; these aren’t the kind of meetings where everyone has to be pals to get good results. These meetings are led by a chair or official company representative, and participation is structured. This means that while there are often times for free conversation during a governance meeting, much of the participation falls into prescribed patterns. These are often the kind of meetings that warrant nicer shoes.

Governance cadence meetings are highly structured. When run professionally, there is always an agenda, it is always shared in advance, and minutes get recorded. Governance meetings are NOT the time for surprises. In fact, best practice for important board meetings includes making sure everyone coming to that meeting gets a personal briefing in advance (see Investigative or One-on-Ones) to ensure no one is surprised in the meeting. A surprise in a governance cadence meeting means someone screwed up.

To learn more, visit our Governance Cadence Meetings Resource Center.

The Right Group to Create Change: Meetings with Participants and Patterns Customized to Fit the Need

New ideas, new plans, projects to start, problems to solve and decisions to make—these meetings change an organization’s work.

These meetings are all scheduled as needed, and include the people the organizers feel to be best suited for achieving the meeting goals. They succeed when following a thoughtful meeting design and regularly fail when people “wing it”.

Because these meetings are scheduled as needed with whomever is needed, there is a lot more variation in format between meetings. This is the realm of participatory engagement, decision and sense-making activities, and when the group gets larger, trained facilitation.

Idea Generation

• Create a whole bunch of ideas
• Ad Campaign Brainstorming Session
• User Story Brainstorming
• Fundraiser Brainstorming

Idea generation meetings often include participants from an established team, but not always. These meetings are led by a facilitator and participants contribute new ideas in a structured way. While it’s always nice to meet with people you know and like, established relationships don’t necessarily improve outcomes for these meetings. Instead, leaders who want to get the widest variety of ideas possible are better off including participants with diverse perspectives and identities. Relationships are not central here; ideas are.

These meetings start with the presentation of a central premise or challenge, then jump into some form of idea generation. There are loads of idea generation techniques, all of which involve a way for participants to respond to a central challenge with as many individual ideas as possible. Unlike workshops or problem solving meetings, the group may not attempt to coalesce or refine their ideas in the meeting. Here, idea volume matters more than anything else. Organizations run these meetings when they aren’t sure what to do yet; the whole meeting is an entreaty to serendipity. As such, there are few governing principles beyond the rule to never interfere with anyone else’s enthusiasm.

To learn more, visit our Idea Generation Meetings Resource Center.

• Create plans
• Secure commitment to implementing the plans
• Project Planning
• Campaign Planning (Marketing)
• Product Roadmap Planning
• and so on. Every group that makes things has a planning meeting.

Planning meetings often involve an existing team, but also involve other people as needed. Depending on the size and scope of the plans under development, these meetings are led by the project owner or by an outside facilitator. Participants are expected to actively collaborate on the work product. They may or may not have established relationships; if not, some time needs to be spent helping people get to know each other and understand what each of them can contribute. That said, these meetings are about getting a job done, so relationships don’t get central focus.

Planning meetings vary depending on the kind of plan they’re creating, but generally start with an explanation of the overall goal, an analysis of the current situation, and then work through planning details. Planning meetings end with a review and confirmation of the plan created. Planning meetings are not governed by rules nor do they follow specific rituals; the meeting format is dictated more by the planning format than anything else. Because planning meetings happen very early in an endeavor’s life cycle, successful meetings design for serendipity. Anything you can learn   during this meeting   that makes the plan better is a good thing!

To learn more, visit our Planning Meetings Resource Center.

• Group formation
• Commitment and clarity on execution
• One or more tangible results; real work product comes out of workshops
• Project, Program and Product Kickoffs
• Team Chartering
• Design Workshops
• Value Stream Mapping
• Strategy Workshops
• Team Building workshops

Groups are assembled specifically for these meetings and guided by a designated facilitator. These meetings put future work into motion, so the focus may be split equally between the creation of a shared work product (such as a value stream map or charter document) and team formation, since successful team relationships make all the future work easier. Workshops often incorporate many of the elements you find in other types of meetings. For example, a workshop may include information gathering, idea generation, problem solving, and planning all together.

Because they attempt to achieve so much more than other meetings, workshops take longer to run and way longer to plan and set up. Most workshops expect participants to actively engage and collaborate in the creation of a tangible shared result, and a lot of effort goes into planning very structured ways to ensure that engagement. When it comes to business meetings, these are also often as close to a working party as it gets.

Smaller kickoffs may follow a simple pattern and be held in the team’s regular meeting space, but many workshops take place in a special location; somewhere off site, outside, or otherwise distinct from the normal work environment. All these meetings start with introductions and level-setting of some kind: a group exercise, a review of the project goals, and perhaps a motivational speech from the sponsor. Then, the team engages in a series of exercises or activities in pursuit of the work product. Since these meetings are long, coffee and cookies may be expected. Workshops conclude with a review of the work product, and often a reflective exercise. That said, while the basic pattern for a workshop is fairly standard, these are bespoke meetings that do not adhere to any particular rituals. The people who plan and facilitate the meeting work hard to create opportunities for serendipity; they want the team to discover things about each other and the work that inspire and engage them.

To learn more, visit our Workshops Resource Center.

Problem Solving

• Find a solution to a problem
• Secure commitment to enact the solution
• Incident Response
• Strategic Issue Resolution
• Major Project Change Resolution

These meetings involve anyone who may have information that helps the group find a solution and anyone who will need to implement the solution. Depending on the urgency of the situation, the meeting will be led by the person in charge (the responsible leader) or a facilitator. Everyone present is expected to collaborate actively, answering all questions and diligently offering assistance. Tight working relationships can help these meetings go more easily, and participants that establish trust can put more energy into finding solutions since they worry less about blame and personal repercussions. That said, these meetings need the participation of the people with the best expertise, and these people may not know each other well. When this happens, the meeting leader should put extra effort into creating safety in the group if they want everyone’s best effort.

Problem solving meetings begin with a situation analysis (what happened, what resources do we have), then a review of options. After the team discusses and selects an option, they create an action plan. We’ve all seen the shortest version of this meeting in movies, when the police gather outside of the building full of hostages and collaborate to create their plan. Problem solving meetings follow this basic structure, which can be heavily ritualized in first responder and other teams devoted to quickly solving problems. These strict governing procedures get looser when problems aren’t so urgent, but the basic pattern remains.

In a problem solving meeting, the ugly surprise already happened. Now the team welcomes serendipity, hoping a brilliant solution will emerge.

To learn more, visit our Problem Solving Meetings Resource Center.

Decision Making

• A documented decision
• Commitment to act on that decision
• New Hire Decision
• Go/No-Go Decision
• Logo Selection
• Final Approval of a Standard

Often a decision-making meeting involves a standing team, but like problem solving meetings, not always. These meetings may also include people who will be impacted by the decision or have expertise to share, even if they aren’t directly responsible for implementing the decision. Decision making meetings may be led by a designated facilitator, but more often the senior leader or chair runs them. People participate in decision making meetings as either advisers or decision makers. If the decision under discussion is largely a formality, this participation will be highly structured. If, on the other hand, the group is truly weighing multiple options, the participation style will be much more collaborative. Established relationships are not central to decision making meetings, but the perceived fairness and equanimity of the discussion is. When the group behaves in a way that makes it unsafe to voice concerns, these concerns go unaddressed which then weakens commitment to the decision.

Decision making meetings involve the consideration of options and the selection of a final option. Unlike problem solving meetings that include a search for good options, all that work to figure out the possible options happens before the decision making meeting. In many cases, these meetings are largely a formality intended to finalize and secure commitment to a decision that’s already been made. Ritual is high, and surprises unwelcome. In other situations, the group is weighing multiple options and seeking to make a selection in the meeting. There still shouldn’t be any big surprises, but there’s a whole lot more flexibility. For example, corporate leadership teams run decision-making meetings when faced with unexpected strategic challenges. Many of these teams revert to a structure-free conversational meeting approach; just “talking it out” until they reach a decision. Unfortunately for them, teams make the best decisions when their meetings follow a formal decision-making methodology .

To learn more, visit our Decision Making Meetings Resource Center.

Efforts to Evaluate and Influence: Meetings Between Us and Them, with Info to Share and Questions to Answer

These meetings are all designed to transfer information and intention from one person or group to another. They are scheduled by the person who wants something with the people they want to influence or get something from.

At the surface, that sounds Machiavellian, but the intention here is rarely nefarious. Instead, these meetings often indicate a genuine interest in learning, sharing, and finding ways to come together for mutual benefit.

Because each of these meetings involves some form of social evaluation, the format and rituals have more to do with etiquette than regulations or work product, although this is not always the case.

• To learn things that you can use to inform later action
• To gain an understanding of the current state of a project, organization, or system
• Job Interviews
• Project Discovery Meetings
• Incident Investigations
• Market Research Panels

Expected Participant Profile

These meetings are led by an interviewer or facilitator. Participants include the people being interviewed and sometimes a set of observers. Engagement in sensemaking meetings may feel conversational, but it always follows a clear question-response structure. Most interviewers work to develop a rapport with the people they’re interviewing, since people often share more freely with people they perceive as friendly and trustworthy. That said, many sensemaking meetings work fine without rapport, because the person sharing information is expecting to benefit from it in the future. For example, if a doctor asks a patient to describe his symptoms, the patient does so willingly because he expects the doctor will use that information to help him feel better.

Many interviews are governed by rules regarding privacy, non-disclosure, and discretion. These formalities may be addressed at the beginning or end of the session. Otherwise, there are no strong patterns for a sensemaking session. Instead, people regularly working in these meetings focus on asking better questions. Like idea generation meetings, information gathering meetings delight in serendipity. Unlike idea generation meetings, however, the goal is not to invent new solutions, but rather to uncover existing facts and perspectives.

To learn more, visit our Sensemaking Meetings Resource Center.

• Learn about each other
• Decide whether to continue the relationship
• the First Meeting Between Professionals
• the Sales Pitch
• the Sales Demo
• the First Meeting with a Potential Vendor
• the Investor Pitch

Introduction meetings are led by the person who asked for the meeting. The person or people invited to the meeting may also work to lead the discussion, or they may remain largely passive; they get to engage however they see fit because they’re under no obligation to spend any more time here than they feel necessary. People attempt to engage conversationally in most introductions, but when the social stakes increase or the prospect of mutual benefit is significantly imbalanced, the engagement becomes increasingly one-sided.

There are no strict rules for meetings of this type as a whole, but that doesn’t make them ad-hoc informal events. On the contrary, sales teams, company founders, and young professionals spend many long hours working to “hone their pitch”. They hope this careful preparation will reduce the influence of luck and the chances of an unhappy surprise. The flow of the conversation will vary depending on the situation. These meeting can go long, get cut short, and quickly veer into tangents. It’s up to the person who asked for the meeting to ensure the conversation ends with a clear next step.

To learn more, visit our Introduction Meetings Resource Center.

• A new agreement
• Commitment to further the relationship
• Support Team Escalation
• Contract Negotiations and Renewals
• Neighbor Dispute

These meetings are led by a designated negotiator or, if a neutral party isn’t available, by whomever cares about winning more. All parties are expected to engage in the discussion, although how they engage will depend entirely on the current state of their relationship. If the negotiation is tense, the engagement will be highly structured to prevent any outright breakdown. If the relationship is sound, the negotiation may be conducted in a very conversational style. Obviously, relationship quality plays a central role in the success of a negotiation or issue resolution meeting.

The format for these meetings is entirely dependent on the situation. Formal treaty negotiations between countries follow a very structured and ritualistic format. Negotiations between individual leaders, however, may be hashed out on the golf course. These meetings are a dance, so while surprises may not be welcome, they are expected.

To learn more, visit our Issue Resolution Meetings Resource Center.

Community of Practice Gatherings

• Topic-focused exchange of ideas
• Relationship development
• The Monthly Safety Committee Meeting
• The Project Manager’s Meetup
• The Lunch-n-Learn

The people at these meetings volunteer to be there because they’re interested in the topic. An organizer or chair opens the meeting and introduces any presenters. Participants are expected to engage convivially, ask questions and engage in exercises when appropriate, and network with each other when there isn’t a presentation on. These meetings are part social, part content, and the style is relaxed.

Most of these meetings begin with mingling and light conversation. Then, the organizers will call for the group’s attention and begin the prepared part of the meeting. This could follow a traditional agenda, as they do in a Toastmaster’s meeting, or it may include a group exercise or a presentation by an invited speaker. There’s time for questions, and then more time at the end to resume the casual conversations begun at the meeting start. People in attendance are there to learn about the topic, but also to make connections with others that create opportunities. Many hope for serendipity.

To learn more, visit our Community of Practice Meetings Resource Center.

• To transfer knowledge and skills
• Client Training on a New Product
• New Employee On-Boarding
• Safety Training

The trainer leads training sessions, and participants follow instructions. Participants may be there by choice, or they may be required to attend training by their employer. There is no expectation of collaboration between the trainer and the participants; these are pure transfers of information from one group to the next.

Training session formats vary widely. In the simplest form, the session involves the trainer telling participants what they believe they need to learn, and then participants ask questions. Instructional designers and training professionals can make training sessions way more engaging than that.

To learn more, visit our Training Meetings Resource Center.

• To share information that inspires (or prevents) action
• the All-Hands Meeting

Broadcast meetings are led by the meeting organizer. This person officially starts the meeting and then either runs the presentation or introduces the presenters. People invited to the meeting may have an opportunity to ask questions, but for the most part, they are expected to listen attentively. While they include presentations in the same way a Community of Practice meeting does, they do not provide an opportunity for participants to engage in casual conversation and networking. These are not collaborative events.

Broadcast meetings start and end on time. They begin with brief introductions which are followed by the presentation. Questions may be answered periodically, or held until the last few minutes. Because these meetings include announcements or information intended to inform later action, participants often receive follow-up communication: a copy of the slides, a special offer or invitation, or in the case of an all-hands meeting, a follow-up meeting with the manager to talk about how the big announcement impacts their team. The people leading a broadcast meeting do not expect and do not welcome surprises. The people participating often don’t know what to expect.

To learn more, visit our Broadcast Meetings Resource Center.

Frankly, I hesitated to include broadcast meetings and training as types, since both encompasses such a broad range of experiences. Also, these meetings aren’t collaborative nor generative in the way that other meetings are; they don’t create new outcomes for everyone involved. They stretch the definition of what I’d consider a meeting.

That said, I have heard people call broadcasts and training sessions “meetings” on multiple occasions. The all-staff meeting is often just announcements, but people call it a meeting. Project folks will schedule a “meeting to go over the new system” with a client, and that’s basically a lightweight training session.

And if we look at meetings as a tool we use to move information through our organizations, create connections between the people in our organizations, and drive work momentum, broadcast meetings and training sessions certainly fit that bill (as we’ll see in the story below).

Table: All 16 Meeting Types in the Taxonomy of Business Meetings

Now that you’ve seen the details, download this table as a spreadsheet .

Why a spreadsheet?

I expect people to use the taxonomy in one of these ways.

• Take inventory of your organization’s meetings. Which of these do you run, and which should you run? If you’re running one of these kinds of meetings and it isn’t working, what can you see here that may point to a better way?
• Make the taxonomy better. At the end of the day, our list of 16 types is just as arbitrary as MeetingSift’s list of 6 types. What did we miss? What doesn’t work? Let us know. Comments are welcome.

Since all models are wrong the scientist cannot obtain a “correct” one by excessive elaboration. On the contrary following William of Occam he should seek an economical description of natural phenomena. Just as the ability to devise simple but evocative models is the signature of the great scientist so overelaboration and overparameterization is often the mark of mediocrity. George Box in 1976 Journal of the American Statistical Association

Or, stated more economically, “ All models are wrong, but some are useful. ” We’ve tried to hit a mark that’s useful in a way that simpler lists were not. We invite your feedback to tell us how we did.

The 17th Type: BIG Meetings and Conferences

Just when you think you’ve really broadened your horizons and been very thoroughly inclusive, you meet someone who sets you straight. I recently had the pleasure of meeting  Maarten Vanneste , who is also a dedicated advocate for meeting design and the meeting design profession . It turns out that while we are using the same words, Maarten works in a very different world where a “meeting” might be a multi-day conference with dozens of sessions and a highly paid keynote speaker or 10. In that world, meeting planners handle logistics, room reservations, lighting requirements, branding, promotions… a wealth of detail that far exceeds anything we might worry about for even the most involved strategic planning workshop.

This is so different, why even mention it?

Because it’s another example of how using a generic word like “meeting” leads to bad assumptions . In case it isn’t clear, at Lucid when we talk about meetings and meeting design, we’re talking about the 16 types of day-to-day business meetings listed above. Professional meeting planning is a whole different kettle of fish.

How Different Types of Meetings Work Together: A Tale of 25 Meetings

To illustrate how the different kinds of meetings work together, let’s look at a typical sequence of meetings that you might expect to see in the first year of a company’s relationship with a major new client.

This is the story of two companies: ACME, makers of awesome products, and ABC Corp, a company that needs what ACME makes, and all the people working in these two companies that make their business flow.

Sam, a manager at ABC Corp, registered for the ACME company’s webinar about their exciting new product. Sam liked what he saw, and after the webinar, indicated that he’d like a call from the sales team.

Sam likes what he saw in the webinar.

Peter, ACME’s inbound sales representative, calls Sam the next day. After introducing himself, he asks Sam about ABC Corp and how ACME’s products might work for them. Peter learns that ABC Corp is very interested, and that this could be a big deal for ACME. He and Sam agree to set up a demonstration call with representatives from both companies.

Peter calls Sam and they schedule a demo meeting.

In the weekly sales meeting, Peter tells the team about the ABC Corp deal. Peter’s boss Jill knows that this deal could make the team’s quarter, and wants to make sure they do their best. She and Peter schedule a time to prepare and rehearse before the client demo.

Peter tells Jill and the sales team about the upcoming demo with Sam at ABC.

Jill, Peter and Henri (a solutions expert from ACME) meet to prepare for the demo. They begin by discussing everything they know about ABC Corp, about Sam, and about the other people coming to the demo. They review the presentation they plan to give and rehearse the demonstration, paying special attention to who will do what, and stopping to refine their presentation with examples that relate directly to ABC Corp’s business. They end the meeting with a quick recap of the key points they want to make during the demo.

Peter, Jill and Henri prepare before the demo with Sam at ABC.

Peter and Henri meet with Sam and his boss Ellen. After brief introductions, Peter confirms the agenda with Ellen and Sam. Then, Henri leads the demonstration, making sure to hit the key points they prepared earlier. Ellen and Sam are impressed, interrupting with both questions and quick comments about how the ACME product could work in their business. At the end of the demonstration, Ellen asks the ACME team to prepare a quote.

     Peter and Henri give a demo to Sam and Ellen. Ellen is impressed and asks for a quote.

Jill shares the news about the potential deal with ABC Corp in the weekly leadership meeting. For a big client like this, ACME will need to get a project team working on customizing and installing the product if the deal comes through. These projects can take months to complete, and the implementation team will have to schedule the resources. The legal team knows they’ll be called to help work on the contract (there are always redlines), and finance begins to look at how a deal like this will impact cash flow. Finally, the product team lead knows that big clients often demand special treatment, so he begins to review the roadmap and production schedule to see how they might work in any changes they’ll need to make.

Jill tells the CEO and the rest of the leadership team about the big ABC deal her sales team is working so everyone can prepare.

Peter sent an estimate and draft contract to Ellen, and she’s looking for changes. First, she wants a better price. Second, she wants a change to the product. Third, her legal team wants additional insurance on the deal and full release of liability. Fourth, her security team wants to conduct a security audit of ACME’s operations.

Peter goes over all the requests in his meeting with Ellen to make sure he understands them, but he’s in no position to authorize those changes. After the meeting, he takes the requests back to Jill.

Peter discusses the contract with Ellen. Ellen wants a better contract.

ACME’s leadership team reserves time on their calendar for tackling hard decisions each month, and this month, the ABC Corp contract is the topic. Before the meeting, each department reviews how they could respond to the ABC contract with its special demands, and comes prepared to discuss the options. Even though everyone comes prepared, the discussion still runs a full two hours as they debate the relative risks and opportunity in this contract. When they’re done, they are agreed on how they’ll respond in the next round of contract negotiations, and on how much farther beyond that they’ll go to win the deal.

The leadership team meets to decide how to respond to Ellen’s contract demands. And they do!

Several more negotiation meetings and a security review later, and the deal is signed!

Now that the contract is signed, it’s time to get the project team involved. Peter arranges a meeting between Ellen and Sam and the customer team from ACME: Gary the project manager, Henri the solutions analyst, and Esme the account manager. Going forward, Gary, Henri and Esme will handle all the communication with Sam from ABC Corp. Before the meeting ends, the ACME team schedules a trip to visit ABC Corp the following week.

     Peter introduces Sam and Ellen to the ACME team: Gary, Henri, and Esme.

Every two weeks, the ACME sales team reviews all the deals that closed and try to identify why they either lost or won the deal. When they find something that worked well, they plan to test it on other deals that haven’t yet closed, and if it works well there too, they’ll make that part of their standard sales approach. They also try to identify mistakes they made that either lost them the deal, or in cases like ABC corp, made the deal more complicated and risky than they’d like. The whole team then reviews the deals they’re working to make sure they aren’t repeating those same mistakes.

Jill, Peter and the sales review the lessons they learned closing the ABC deal.

The ACME team, Gary, Henri and Esme, arrive for a day at ABC Corp. Sam greets them, and gives them a tour of the main office. They will spend the morning giving a short demo and project overview to ABC’s leadership team. Then, in the afternoon, they’ll meet with the people on Sam’s team who will be using ACME’s product at ABC and handling the set up work on their side. Esme focuses on learning names and getting to know people. Gary connects with Sam’s project lead and starts working on the project timeline to incorporate any important dates from the ABC calendar. Henri asks everyone questions about how they work, the problems they run into on a day-to-day basis, and how they think the ACME product will help them. It’s a long exhausting day, and the team comes away with a ton of new information that they discuss on the trip back.

Sam escorts Gary, Henri, and Esme through a day of discovery meetings at ABC Corp.

Back at ACME, Henri, Esme, and Gary meet with the product deployment and customization team. Esme starts by quickly sharing a bit about what ABC Corp does and their goals. Then, Henri talks about the customer’s requirements: what they need, the special challenges they face, and anything that will have to be customized. After that, Gary shares the high-level project constraints, including how much time and budget the team gets to work with.

With the background set, everyone works together to draft the project plan. People from the implementation team suggest ways they can easily handle some requirements, and identify items that will require extra time and creativity. They begin a list of issues to solve and one of risks to manage. Starting from the desired end date and working backwards, they work together to build out a draft timeline that shows the critical path, times when they’ll need committed resources from ABC, and places where they just aren’t sure yet what they’ll find. When they feel they understand how the project will go as best they can, they review their draft plan and assign action items. Gary will work on the project timeline, matching their draft plan with available resources and factoring in holidays. Henri will contact Sam to go over questions from the implementation team, and Esme will schedule the kickoff meeting with the client team.

Gary, Henri, and Esme meet with the implementation team members to draft a project plan.

The ACME team finished the project plan and now it’s time to get started. The kickoff meeting marks the official beginning of the project. Esme has facilitation experience, so she’s guiding this initial meeting between the ACME implementation team and the people they’ll be working with at ABC. After a quick round of introductions, Sam and Ellen share a presentation about how important this project is for ABC and how it will make life better for everyone when it’s done. Then, Ellen leaves the group to work through the rest of the meeting without her, promising to return at the end to answer any questions that come up.

Next, both teams dig into the details. They go over the project plan ACME created and suggest changes. They establish performance goals for how they expect to use the product, making it clear what a successful implementation will look like. They talk about how they’ll communicate during the project and schedule a series of project update meetings. They take breaks and get to know each other, and share cookies. Then they get serious and talk about what might go wrong, and outline what they can do now to increase their odds of success.

At the end, Ellen rejoins them and the group shares their updated project plan with her. They explain changes they made and concerns they still have, and ask a few questions. Finally, they go over exactly who does what next, and set clear expectations about how and when everyone will see progress. With the kickoff complete, they all adjourn to the local pub to relax and continue getting acquainted.

Esme and Ellen lead team members from both companies through the project kickoff

Work is underway, and once per week Gary and the other project managers meet with the implementation team to review progress. Since the implementation team works on several projects at once, a problem with one project can impact progress across several others. To keep these meetings focused and efficient, and to help everyone visualize how all the pieces interact, the group meets in a room with a full wall devoted to charting project activity. People move tasks around on the wall to show progress, and mark new risks or issues with red dots. In less than 30 minutes, the group creates an updated status dashboard that anyone in the company can now review when they walk by.

Happily for Gary, the ABC project is right on schedule. For now.

Gary, the other ACME PMs, and the ACME implementation team discuss project progress every week.

Every two weeks, Gary and the implementation team from ACME meet with Sam and his team at ABC. They discuss what’s been done, and confirm the plans for the coming two weeks. They also talk through any questions that have come up since they last met. Gary leads the meeting, and this week he expects it to be pretty routine. But then Sam speaks up: there’s been a change. The ABC board decided to replace the CEO and Sam’s group is getting re-organized. Ellen is gone. Sam isn’t sure if he’ll still be involved in the project, or if his team will even still exist once the dust settles. For now, everything at ABC is on hold.

Surprise, Gary! Gary hates surprises.

Sam tells Gary there’s been a major shake-up at ABC, and the project is on hold. Oh no! What will Gary do?

Gary is freaking out, and schedules a meeting with his boss Belinda. He knows how important this project is to ACME, and he knows that the contract says they can’t send the final invoice until the work is complete. He doesn’t know how to complete the project, though, and had no idea what to tell the rest of the team. Should they stop work? Should they renegotiate the contract? Should they continue and hope it all works out?

Belinda can’t answer those questions, but she helps Gary relax and promises to get a team together who can give him the guidance he needs.

Gary meets one-on-one with his boss Belinda, and they make a plan.

Belinda, Gary, and several people from the leadership team meet to figure out how to handle this upset to the ABC project. A representative of the finance team talks about how a major delay will impact the company, and the implementation lead offers several suggestions for how they might rearrange the schedule and team members to handle a delay. While no one wants to be whipped around by these problems that aren’t their fault, the CEO is very clear that maintaining a positive relationship with the ABC people (whoever that turns out to be) is the highest priority. ACME wants this to be a profitable long-term relationship, so they can’t let a hiccup in the launch derail that. By the meeting’s end, they decide to continue work, completing everything they can do without ABC’s help. Then, if the ABC situation doesn’t resolve within the next two weeks, they’ll put a hold on the project. Gary leaves with clear instructions, and everyone understands how they’ll handle the situation in their departments.

Belinda, Gary, and the leadership team meet find a solution to the problems with the ABC project.

The shake-up at ABC corp took more than two weeks. In the end, Sam and his team stayed on the project. Hurrah! But because of the delay, ACME stopped work and reassigned the implementation team to other projects. The new (interim) CEO at ABC doesn’t care about ACME’s resource challenges; she just wants the project shipped and shipped on time. Sam’s in a tricky spot and Gary’s in a tricky spot. Gary enlists Esme’s help: as the account manager, she has negotiating options Gary doesn’t have, and perhaps together they can figure something out that helps Sam with the ABC CEO and doesn’t hurt the ACME team too badly.

When Gary, Esme, and Sam meet, they each share their constraints and goals, then focus on those places where they seem to be at an impasse. 90 minutes of back and forth, and they reach a deal. The project deadline will move out 2 weeks because of the delay at ABC, but in recompense for the missed deadline, ACME will provide 4 additional training sessions at no charge for all the people at ABC that were just reassigned and need to be brought up to speed. It’s not perfect, but it works and the project gets back on track.

Esme and Gary meet with Sam to negotiate how they’ll finish the project.

The project is nearly complete! It’s time to get the ABC people familiar with the new system and ready to put it to use. ACME product trainers run ABC employees through multiple training sessions. When an ABC employee asks a question, the trainer writes it down to share with the implementation and product teams. Sometimes these questions are easy to answer, but other times they reveal that something isn’t quite right in the product setup, or that one of the product features doesn’t work as expected. While the main goal of the training session is to educate the ABC employees, ACME trainers seize every chance they get to learn something that will help improve ACME products in the future.

ACME trainers teach the ABC team how to use the product.

What was supposed to be a 45 day project turned into an 87 day project, but now it’s done. The product is installed, it’s been tested, the training is complete: it’s time to go live.

Gary, Esme and the ACME team, along with Sam and the ABC team, meet with the ABC leadership group. They present their progress, sharing slides with graphs of tasks complete and milestones met. The leadership team asks questions along the way, making sure they understand the implications of the upcoming product launch. When everyone is satisfied, they turn to the CEO who is the decision maker in this meeting.

The launch is approved, and the new system goes live.

    Gary, Esme, Sam and their teams ask the new ABC CEO to approve the project. She does!

The ACME teams run regular after-action reviews throughout their projects, and then one larger retrospective after the final launch. For this one, they’ve reserved the whole afternoon. Everyone involved in the ABC project, from Peter on the initial sales call to the trainers who ran the last training session, all participate. This is a lot of people covering a lot of content, so they bring in a facilitator who wasn’t involved in the project to lead the meeting.

Everyone agrees that, for the most part, this was a successful project. The client is happy, the product works well, and they made money. Still, there are lessons to learn. Peter and Henri realize that they saw signs that the situation at ABC wasn’t stable in those first few conversations, but they were so eager to win the client that they dismissed them. In the future, they’ll know to pay attention more closely. Gary and the implementation team discovered ways they could keep the project running even when the client isn’t responding, and they’ll build that into their next project plan. At the end of the meeting, the group walks away with a dozen key lessons and ideas for experiments they can try to make future projects even better.

The ACME team meets to discuss what they learned from the ABC project.

The success and challenges of the ABC deal are a topic of discussion at the quarterly board meeting. The CEO sees the success of the project as an indication that ACME is ready to pursue more big clients in ABCs industry, which would be a significant strategic shift for the company. After much discussion, the board recommends investing a trial amount of marketing money to target the new market, and several board members agree to reach out to their networks to find people who might be able to help the ACME team navigate this new space.

The ACME CEO talks about the ABC project with the ACME Board, and gets approval to pursue a new market.

Sam and Esme meet to talk about how the first 3 months with ACME’s product have gone. After they spend a few minutes catching up about their kids and the weather, Esme brings up a presentation she’s prepared. It shows charts and graphs of how ABC’s product usage compares to the goals they defined before the project began. She also shows a list of the issues ABC employees have reported, and how quickly each was resolved. While not perfect, the results are better than Sam actually expected them to be. More importantly, the new CEO is happy, and that’s a huge relief for Sam. Esme and Sam spend a few minutes talking through one outstanding issue the teams are still working through, then define new performance goals for the coming quarter. The meeting goes so well, Esme asks if Sam would be willing to provide a case study for ACME’s marketing team. Sam agrees.

Esme reviews how the product is working out for the ABC team with Sam in the Quarterly Business Review.

The day after meeting with Esme, Sam gets a call from ACME’s marketing team. Together they spend 20 minutes talking about Sam’s experience. The marketing rep asks: how did you hear about us? What problem were you trying to solve? What else did you consider before deciding to go with ACME? and a host of similar questions. Of course, the call is recorded. At the end, the marketing rep thanks Sam for his time and promises to send a copy of the case study for him to review before it’s published.

This case study becomes a central piece of content in the new marketing campaign approved earlier by ACME’s board.

The ACME marketing team interviews Sam about his experience with their products for a case study.

One year later and it’s time to renew ABC’s contract. The working relationship between the two companies remains strong, so there’s little doubt that ABC will renew. Esme expects to work with Sam again on this contract, but Sam has news. ABC has just hired a new head of procurement, and she has lots of questions for Esme before they sign anything. Esme shoots the leadership team a heads-up, and settles in for a challenging meeting.

Sam tells Esme she’ll need to renew the contract with the new head of procurement. Esme gets ready.

Phew! What a journey.

We’ve talked about why it’s important to get specific about the kind of meeting you’re in, and then we looked at our taxonomy for classifying those meetings. Then, we explored how different types of meetings all work together to keep people connected and move work forward in the story of ACME and ABC.

In many ways, the story of Gary and Sam and Esme and the gang is just a story of people doing their jobs. A lot of people work on projects that run like the one described here. Sometimes everything works fine, other times they freak out; nothing unusual there. What you may not have paid much attention to before, and what the story works to highlight, is how often what happens on that journey is determined by the outcome of a meeting. The other thing we can see is that, while those guys on the implementation team may have thought the few meetings they attended were a waste of time, their contributions during meetings that helped make the ABC project a success ended up having a major impact on the direction of the company. When we show up and participate in meetings, we connect with people who will then go on to different types of meetings with other people, connecting the dots across our organization and beyond.

With that in mind, let’s close by revisiting Simon Jenkins’ gripping headline:

Crushing morale, killing productivity – why do offices put up with meetings? There’s no proof that organisations benefit from the endless cycle of these charades, but they can’t stop it. We’re addicted.

Is it possible to run meetings that crush morale and kill productivity? Yes, of course it is. That doesn’t mean, however, that meetings are simply a useless addiction we can’t kick.

It means that some people are running the wrong kind of meetings, and others are running the right meetings in the wrong way. Not everyone does everything well. Have you ever eaten a sandwich from a vending machine? If so, you know that people are capable of producing all kinds of crap that does not reflect well–neither on them nor on the larger body of work their offering represents.

In the working world, meetings are where the action is. Run the right meeting well, and you can engage people in meaningful work and drive productivity.

Seems like a pretty nice benefit to me, and hopefully this taxonomy helps us all get there. 

General FAQ

Why do meeting types matter.

In the working world, meetings are where the action is. Run the right meeting well, and you can engage people in meaningful work and drive productivity. But if you’re running the wrong meeting, you’re pushing a heavy rock up a tall mountain.

What are the three main categories of meetings?

• Cadence Meetings – the regularly repeated meetings that make up the vast majority of the meetings held in the modern workplace.
• Catalyst Meetings – scheduled as needed, and include the people the organizers feel to be best suited for achieving the meeting goals.
• Learn and Influence Meetings – designed to transfer information and intention from one person or group to another.

What are examples of Cadence Meetings?

• Team cadence meetings
• Progress check meetings
• One-on-One meetings
• Action review meetings
• Governance cadence meetings

What are examples of Catalyst Meetings?

• Idea generation meetings
• Planning meetings
• Problem solving meetings
• Decision making meetings

What are examples of Learn and Influence Meetings?

• Sensemaking meetings
• Issue resolution meetings
• Community of Practice meetings
• Training meetings
• Broadcast meetings

To explore each of the 16 Meeting Types in more detail, visit our Interactive Chart of Meeting Types

Want More? Check out our Online Meeting  School!

Categories: meeting design

Elise Keith

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How To Run A Business Meeting

Successfully run a business meeting by setting clear objectives, managing time effectively, fostering open communication, taking decisive action, and executing thoughtful follow-ups.

• Steps in this Guide: 9
• Updated: March 11, 2024

A Business Meeting is a gathering of two or more individuals, either physically or virtually, to discuss, strategize, negotiate or make decisions regarding various aspects of a business. These meetings may involve stakeholders such as executives, managers, employees, clients, partners, or investors. Topics of the meeting can range from setting company objectives, creating business plans, resolving issues, fostering collaboration, launching new products or services, reviewing financial performance or addressing customer needs. The goal of these meetings is to facilitate communication, drive progress, and ultimately, enhance the overall efficiency and effectiveness of the business.

What Is The Purpose Of A Business Meeting?

The purpose of running a business meeting as a leader is to facilitate effective communication, engage team members, align goals and priorities, make informed decisions, solve problems collaboratively, and ultimately drive the success of the organization.

How To Run A Business Meeting: Step-By-Step

Next, we will share our step-by-step guidelines for running a how to run a business meeting:

Step 1: Preparation

Step 2: invite the right people, step 3: start on time, step 4: set ground rules, step 5: stick to the agenda, step 6: encourage participation, step 7: decision making, step 8: summary of actions, step 9: end on time.

Before any meeting, it’s vital to define clear objectives outlining what you aim to discuss and achieve. Develop a detailed agenda, clearly setting out topics in order of discussion and indicating who will be responsible for presenting each one. Ensure to distribute this agenda to attendees in advance, allowing them sufficient time to prepare their inputs and thoughts.

ZipDo, our specialized Meeting Notes App, combats the inefficiency of meetings due to poor preparation. It provides a shared space for editing meeting notes and agendas, sorts meetings thematically, and displays recurring meetings on a timeline for easy preparation.

Determining who must attend a meeting requires careful consideration of the agenda. Those directly linked to the topics, who influence the execution, or require up-to-date knowledge of the outcomes, should be present. This includes key decision-makers, project participants, managers, and employees affected by the meeting’s results.

Disregarding the value of others’ time can breed frustration and significantly decrease productivity. In a professional setting, particularly during business meetings, it is crucial to adhere to schedules and begin promptly. This not only displays respect, but also maintains efficiency, driving better results in the workplace.

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At the outset of the meeting, it is critical to establish certain ground rules. This includes discouraging attendees from interrupting others mid-conversation to promote a more conducive environment for discussion. Additionally, the use of mobile phones should be limited unless their use in directly relevant to the meeting’s agenda.

As a meeting facilitator, it’s important to keep the conversations focused and directional. Any deviation from the set topic should be politely but firmly rerouted back. Importantly, make sure to address each agenda item. Effectively steering the dialogue is key to a productive meet.

Encouraging every individual to voice their thoughts and opinions can foster an inclusive atmosphere that keeps everyone actively engaged. This approach boosts the level of commitment and collaboration, as stakeholders feel a heightened sense of ownership, contributing to overall project success.

Every conversation must be purposeful, geared towards achieving a decision, resolution, or identifying the next course of action. It’s essential to ensure that every subject discussed wraps up with an action plan that’s agreed upon by all parties, providing clarity and direction.

Before concluding any meeting, it’s crucial to conduct a summary of major decisions taken, tasks allocated, and respective deadlines. This ensures each participant comprehends their individual responsibilities, promoting clarity and fostering accountability, thus reducing potential confusion regarding their expected roles post-meeting.

Just as initiating sessions or meetings punctually is essential, similarly, adherence to the scheduled end time is also crucial. It underpins the respect for every participant’s time and commitments. Valuing this end time ensures everyone can efficiently manage and maintain their personal or professional schedules.

Questions To Ask As The Leader Of The Meeting

1. What are the primary objectives of this project/initiative? – This question helps to ensure that everyone in the meeting is clear on the main goals and purpose, fostering alignment and focus.

2. What challenges or obstacles are we currently facing? – By addressing the challenges head-on, the leader can identify potential solutions and collaborate with the team to overcome any roadblocks.

3. How are we tracking against our key performance indicators (KPIs)? – This question enables the leader to gauge progress and identify areas that may require adjustments or additional resources.

4. What are the key milestones and timelines for this project/initiative? – Understanding the project timeline helps to manage expectations, set realistic goals, and allocate resources effectively.

5. Are there any emerging trends or opportunities that could impact our strategy? – Staying informed about relevant market trends and opportunities ensures that the team can adapt quickly and make informed decisions.

6. What can we learn from past successes or failures? – Reflecting on past experiences allows the team to learn from mistakes, replicate successful strategies, and continuously improve their performance.

7. How can we leverage the strengths of our team members? – Recognizing individual strengths and harnessing them effectively allows for better collaboration, specialization, and overall team performance.

8. Are there any potential risks that we need to mitigate? – Identifying and addressing potential risks proactively helps to develop contingency plans and minimize any negative impact on the project or organization.

9. Are we effectively communicating and collaborating across departments/teams/stakeholders? – Ensuring strong communication channels and collaboration is essential for shared understanding, efficiency, and effective decision-making.

10. How can we continuously improve our processes and operations? – Encouraging a culture of continuous improvement allows the team to optimize productivity, efficiency, and overall business performance.

Exemplary Agenda Template For: Business Meeting

The topics that should be discussed in a business meeting include strategic planning, project updates, budget review, sales and marketing strategies, employee performance evaluations, and any pressing issues that require urgent attention. These discussions help ensure effective communication, alignment of goals, and informed decision-making within the organization.

Organizing a successful business meeting is a blend of strategic planning, clear communication, and effective execution. It is vital to prepare an agenda, engage and respect participants, manage time efficiently, and follow up post-meeting. Inevitably, every meeting is unique, and some may require customization in approach. However, adopting these principles greatly enhances the chances of conducting a successful business meeting. No matter the size or scope of your business, these strategies will aid in achieving meaningful and productive interactions that amplify your team’s overall effectiveness and business performance. Don’t forget that meetings are not just about sharing updates; they are a platform for collaboration, decision making, and team building. So, empower your team and foster their growth through well-managed and effectively run business meetings.

A business meeting aims to bring together the concerned stakeholders to discuss specific topics, make essential decisions, share information, or solve problems that concern the organization or department.

An effective agenda provides a roadmap for the meeting. It outlines the topics for discussion, assigns speakers, and allocates time for each item. This improves the meeting by keeping it focused, efficient, and on target thus ensuring that all necessary points are addressed.

The chairperson leads the meeting. They are responsible for facilitating the discussion, keeping the meeting on track according to the agenda, ensuring every participant has a chance to contribute, and summarizing points or decisions made.

Minutes should be recorded accurately, detailing the main points of discussion, decisions made, and actions to be taken, including who is responsible for each task. After the meeting, the minutes should be reviewed, approved, and then sent out to all participants and relevant non-attendees for reference and action.

A standing item is a topic that is routinely discussed in every meeting. This can include items such as financial reports, progress updates, or ongoing project reviews. Including standing items ensures that important regular business topics are always addressed.

Step-by-Step: How To Run A Business Meeting

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Business Meeting Planning Checklist: How to do it right and fast

There is one universal trait that unifies all types of meetings – people spend their time communicating to find a solution for the problem or achieve certain goals. You must prepare whether you are planning a meeting with new business partners or doing a routine gathering of the team members engaged in a project. Careful planning is the key to conducting efficient meetings that solve problems. Our business meeting planning checklist is designed to help plan meetings quickly and correctly.

Meeting preparation: Why would I waste time on that?

You might think that this process is very tiresome and complicated. It can be when you have loads of materials to prepare, key aspects to emphasize, etc. But keep your main goal above it all – if everything goes as planned, you will get to work faster and finish your current tasks sooner. Also, when it comes to how to prepare for a meeting , there are many things to consider, including building a hierarchy of the tasks at hand, setting time limits for discussing each one of them, and quickly assigning duties within the team. To make this process less tiresome and complicated, creating a business meeting planning checklist is ideal for meeting preparation.

There are tons of articles and materials explaining how to prepare for a meeting, but most of them describe typical psychological tips. Modern times require technical solutions such as automation of the information gathering routines, advanced meeting planning software , etc. When everything is implemented right, you will be saving a lot of time in the long run. Your meetings will become shorter, and you will need them less because everything will be structured and precise.

Every meeting should have its set duration based on the number of questions to discuss. This way, you won’t have to waste time on “talking” instead of “doing.” When your time bank is empty, and you still haven’t come up with a good idea, better cross out the question from the agenda for now and discuss it at the next meeting. Remember that it gets hard to find an adequate solution when everyone’s fixated on the same thing. Such little tips can also give a good insight on how to prepare for a meeting and keep your workflow efficient.

When it comes to business meetings involving several departments and multiple participants, you will need to plan even more to make every minute count. Going to a serious event without meeting preparation is the first step to failure. Here is a short-list of “nice-to-haves:”

• Checklist for the meeting.
• Prepared agenda.
• Information to support and develop the agenda.
• Distributable feedback forms to gather reviews from meeting attendees

The most important idea you must understand is that the time spent preparing is an investment. Any meeting preparation must be well-balanced so that you won’t spend hours preparing for short gatherings. Optimize your time as it is the most important resource we have in our possession. Incorporate additional planning meeting tools into your strategy to improve your time-management skills, boost working productivity, and even save some money on canceled meetings you no longer need. This alone is already a good enough motivation to learn how to prepare for a meeting.

Our Complete Business Meeting Planning Checklist

Without a well-thought-out structure, your session with the team will slide into chaos, leaving you with questions unanswered and time wasted. Furthermore, an unsuccessful meeting can interrupt the normal workflow by shifting the focus to less relevant aspects (in the current scenario). That is why you need to plan your meetings.

Every host wants to be sure that their meetings are efficient but not very time-consuming. Here we gathered the most popular tips from managers in small business and big corporations. Consider reading them to understand how to organize a meeting.

• Coordinate schedules: When you are hosting a meeting, coordinate the schedule of all meeting members.
• Prepare materials: as the meeting organizer, prepare all the needed materials to share with the team.
• Determine the purpose: Set the main goals for the session. For example, decide whether you want to inform the employees about the newest updates or need to get a solution for the concrete problem.
• Develop an agenda: Develop the appropriate agenda depending on the previous paragraph. If you intend on having a meeting that will require more time than usual, inform all attendees beforehand. Don’t forget to include bathroom breaks and time for refreshment breaks.
• Arrange a place to meet: Make all necessary arrangements to reserve a meeting room big enough to host attending people comfortably. Be sure that the schedule is suitable for all main speakers expected to participate in the meeting.
• Time & Location: Share information about the time and location of your meeting.
• Double-check the equipment you will be using during the session. A digital presentation, for example, will require a laptop, powerful projector, and a big screen. All these devices must be ready before you start, so all you will need to do is connect your computer and push the button to start presenting.
• Prepare visuals: Prepare other visual materials, print them if necessary. It is also recommended to bring handouts with the most important information, so every participant will have a chance to make their notes in a structured way.
• Simulate the beginning of the meeting: This tip is optional, but we still recommend following it. When all preparations are done according to the business meeting planning checklist, do a quick test to simulate the beginning of the meeting. Hassle-free start allows you to get right to the point of the meeting faster.
• Send a reminder: The day before the meeting, send a reminder to all attendees. Everyone needs to be at the location before the meeting, organize them gently.

Download our Full Business Meeting Planning Checklist

According to the statistics, there is one reason across the board that consumes and wastes working time on all kinds of projects like no other. It is called “too many meetings” (learn more about how to reduce unnecessary meetings ). Research shows that employees and managers in big corporations participate in 70 meetings monthly spending more than one-third of their time talking and listening instead of doing actual work.

Don’t get the wrong idea here. Meetings are important, and you need them to keep your team updated. The problem is having ineffective meetings. However, there is a simple and elegant solution to this. Download our business meeting planning checklist free of charge. Following these guidelines will help you conduct more efficient meetings that will save your resources, time, and money.

It is a good example proving that you can keep everything neatly organized. By performing the recommended actions from this meeting checklist, you will optimize the meeting routines for your team. So, no one will be feeling exhausted from emotional burnout after discussing the same project over and over again. Print our checklist or save it on your mobile device for the next meeting and see for yourself. In the long run, the effectiveness of your meets with the team will increase inevitably. Sign up for the free trial of yoyomeeting for a more advanced approach inside your Outlook 365.

Friendly advice and our conclusion

Now you understand the importance of planning and meetings preparations. To make things easier for you, we have the tool that will be of great help in your business and daily routines. It is a universal instrument for managing meetings in all aspects imaginable. Facilitate the creation of meeting minutes, meeting agendas, and assign action items with the yoyomeeting add-in for Office 365.  Start your free trial now!

Improve your meetings with yoyomeeting for Outlook

With all these tips, you might be already great at planning a meeting. But to make life easier, you might want to read how our meeting management software can help with the meeting management process .

Apart from the Outlook add-in, we offer a lot more content on meeting management with hacks on how to improve your meeting culture. So follow us on Facebook  or connect to our   LinkedIn company profile  to stay in the loop and to get the latest on meeting management excellence.

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How to run a business meeting.

To run a business meeting, it is essential to have a clearly defined agenda, promote open dialogue, delegate responsibilities, make decisions based on data, and conclude the meeting with a clear follow-up plan.

• Last Updated: February 29, 2024

A business meeting is a gathering of two or more individuals for the purpose of discussing objectives, strategies, or other topics relevant to the functioning or growth of an organization. It is a formal event where employees, managers, executives, clients, or other stakeholders come together to exchange information, make decisions, solve problems, brainstorm or plan for the future. Meetings can take several forms, from face-to-face gatherings in a board room to conference calls or virtual meetings using digital platforms. The ultimate goal of a business meeting is to improve communication, increase productivity, and drive the organization towards its goals.

What is the purpose of a Business Meeting?

The purpose of running a business meeting as a leader is to facilitate effective communication, collaboration, and decision-making among team members. It provides a platform to share information, set goals, assign tasks, and address any issues or challenges. A well-run meeting can drive productivity, alignment, and contribute to the overall success of the business.

How To Run A Business Meeting: Step-By-Step

Step 1: planning, step 2: agenda preparation, step 3: inviting the participants, step 4: preparing materials, step 5: facilitating the meeting, step 6: note taking, step 7: follow-up, step 8: monitoring, step 9: evaluation.

To execute a successful meeting, first pinpoint its exact purpose. Identify vital participants whose inputs are necessary. Choose a convenient date and time that suits these attendees. Consider the venue, ensuring physical meetings are accessible while virtual meetings require a reliable platform.

Draft an elaborate agenda outlining the key topics or issues to be discussed in the meeting. This agenda, shared with participants well in advance, equips them to prepare accordingly, fostering a more active and productive dialogue during the meeting.

With ZipDo, our innovative app, you can automatically import meetings from your calendar into a collaborative workspace tailored for each event. This enables the creation of a communal agenda by your team, where contributions from all members are welcomed. The result is a significant improvement in meeting preparation, efficiency, and simplification of the pre and post-meeting process.

To conduct a successful meeting, it’s essential to send a comprehensive invitation to all attendees. This should include the meeting’s date, time, and location for logistical clarity. It’s also crucial to provide an agenda, outlining the topics for discussion or decision, letting participants adequately prepare. Remember to include any necessary attachments or resources related to the meeting’s purpose for a more efficient and collaborative discussion.

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Ensure the preparation of any requisite materials or documents required for the meeting. This could involve compiling presentations, drafting reports, assembling research data, or sourcing any other relevant information. Being well-organized is crucial to streamline discussions and facilitate effective decision-making during the meeting.

With ZipDo, our innovative app, preparing for team meetings has never been easier. Meeting organizers have the advantage of accessing all historical data, such as agendas and notes, in a centralized location. This efficiency not only saves time but also ensures thorough discussion of important matters.

Effectively manage the meeting by strictly adhering to the prescribed agenda and limiting deviations. Address confusion proactively by providing succinct explanations and clarifications. Encourage optimum participation from all attendees, fostering an inclusive environment. Efficiently manage time to ensure that all items on the agenda are addressed without exceeding allocated meeting duration.

Maintaining a detailed record of discussions during meetings is crucial. This involves noting down key topics debated, decisions reached, and tasks allotted to individuals or teams. Such records, or minutes, serve as a reference point that facilitates follow-up action and ensures accountability, enhancing overall productivity.

After a meeting, it is critical to distribute a summary or minutes to all attendees. This should encompass essential topics discussed, decisions reached, and pending tasks. It must clearly identify involved parties, their respective responsibilities, and deadlines, ensuring progress tracking and accountability.

Maintain a thorough, diligent supervision over the progress of the assigned tasks. This includes monitoring each project’s advancement, confirming its alignment with the expected timeline and objectives. It is essential to ensure they are being executed on time and as per the parameters decided during the planning stages.

Evaluating the effectiveness of a meeting is a critical step for continual improvement. It involves assessing aspects like adherence to agenda, participant engagement, decision-making efficiency, and achievement of objectives. This informed analysis fosters enhancement in the conduct and productivity of future meetings.

Questions to ask as the leader of the meeting

1. What are our main goals for this meeting? – Setting clear objectives helps focus the discussion and ensures everyone is on the same page.

2. What progress has been made since our last meeting? – Assessing progress helps track the team’s productivity and identifies any potential roadblocks.

3. What challenges have you faced in achieving your targets? – This question encourages open communication and enables problem-solving by addressing any issues hindering progress.

4. How can we improve our current strategies/approaches? – Seeking input helps foster a culture of continuous improvement and encourages innovative thinking.

5. What are the potential risks or obstacles we should be aware of? – Identifying potential risks highlights the need for preventive measures and allows for contingency planning.

6. Are there any upcoming deadlines or important milestones we need to consider? – Staying aware of time-sensitive tasks helps prioritize resources effectively and ensures timely completion.

7. Do we have the necessary resources and support to achieve our goals? – Evaluating available resources assesses their adequacy and identifies possible gaps that need to be addressed.

8. Are there any opportunities we should be capitalizing on? – Recognizing potential opportunities promotes a forward-thinking mindset and allows the team to seize advantageous moments.

9. What feedback or suggestions do you have for the team or specific individuals? – Encouraging feedback and suggestions promotes a culture of contribution and helps improve performance collectively.

10. How can we enhance collaboration and teamwork within the organization? – Exploring ways to improve teamwork fosters a positive work environment, strengthens relationships, and boosts overall productivity.

Learn how to prepare a Business Meeting

To prepare a business meeting agenda as a leader, start by identifying the goals and objectives of the meeting. Then, list the topics to be discussed, ensuring they are relevant and necessary. Assign time slots to each item to keep the meeting on track. Finally, distribute the agenda in advance to allow participants to come prepared.

Exemplary Agenda Template For: Business Meeting

During a business meeting, it is important to discuss topics that relate to the organization’s goals, strategies, and performance. These can include updates on current projects, financial reports, market trends, opportunities for growth, employee performance, and any issues or challenges that need to be addressed. Additionally, it is crucial to discuss and make decisions on key business issues such as budgets, marketing plans, product development, and customer feedback.

Software tools to facilitate a Business Meeting

Software is an essential tool for leaders to efficiently run business meetings. It enables them to schedule and send invitations, create and share agendas, track attendance, and record minutes. With collaborative features and real-time updates, software facilitates seamless communication, document sharing, and decision-making, ensuring productive and well-organized meetings.

Our Recommendations:

• Meeting Management Software : A software that can help you organize your meeting workflow
• Meeting Agenda Software : A software that helps you to collaboratively create meeting agendas
• Meeting Notes Software : Software that allows you to create notes during meetings

Running a business meeting effectively is a blend of preparation, communication, focused discussion, and follow-up actions. By setting clear objectives, providing a well-structured agenda, involving all participants actively, and closing with smart action items, you can maximize the productivity of any business meeting. Always remember, the success of a meeting is not just determined by its flow, but by the impact it creates post-meeting. So, continuously refine and adapt your approach based on feedback and experience. A well-executed business meeting can energize your team, encourage innovative ideas, and drive your business forward.

Jannik Lindner

I'm jannik and i write on meetingfever about the experiences from my career as a founder and team lead. if you have any questions, please contact me via linkedin., popular questions.

The purpose of a business meeting is to discuss strategies, make plans, solve problems, communicate information, make decisions and to foster teamwork and innovation.

The attendees of a business meeting should be people who are directly involved with the subject or have a role to play in the decision-making process. This could include team leads, department heads, executives, and other relevant staff or stakeholders.

The duration of a business meeting can vary depending on the agenda, but typically it should last between 30 minutes to an hour. Keeping meetings brief and focused helps maintain productivity and engagement.

An effective business meeting is well-organized and has a clear agenda. Ensure all attendees are aware of the meeting’s purpose, goals, and what is expected of them. Encourage participation and open discussions, but also keep discussions focused and timely. Review and summarize decisions made in the meeting and assign action items if necessary.

If someone cannot attend a business meeting, they should notify the meeting organizer as soon as possible and provide a valid reason. If possible, they should also suggest a suitable substitute or representative to attend in their place and make sure to catch up on what was discussed in the meeting afterwards.

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Vanderbilt University chancellor: Why we want to build a graduate campus in West Palm Beach

The vanderbilt campus would be built on 7 acres of government-owned land formerly slated for a university of florida graduate campus..

Vanderbilt University wants to open a campus in downtown West Palm Beach that would feature a business school as large as its existing one in Nashville, plus a college for computer science and artificial intelligence, Vanderbilt Chancellor Daniel Diermeier told The Palm Beach Post.

"We have been thinking for a while about a potential second campus, and it became clear that South Florida, and West Palm Beach and Palm Beach, would be a great location," Diermeier said in an exclusive interview Wednesday.

The campus would be built on seven acres of government-owned land formerly slated for a University of Florida graduate campus.

Diermeier's comments followed his April 1 visit to Palm Beach County , where he met with several government officials to drum up support for the Vanderbilt campus in West Palm Beach.

During the evening of April 1, Diermeier attended a fundraiser at the Palm Beach home of billionaire Stephen Ross. Florida Gov. Ron DeSantis also attended the gathering, according to the governor's public schedule.

The Palm Beach event raised $100 million out of the $300 million sought by the university for the expanded campus, the sources said. Diermeier would not comment on the fundraising details.

But Diermeier was eager to talk about why Vanderbilt wants a campus in two of the nation's fastest-growing cities, Nashville and West Palm Beach.

University campus expected to capitalize on Wall Street South

A West Palm Beach campus would capitalize on Palm Beach County's growing reputation as Wall Street South and provide students jobs in finance companies. A Vanderbilt campus also would "turbocharge" the creation of new businesses established by students, creating an innovation industry, Diermeier said.

Diermeier lauded the sophistication of Palm Beach's residents, whose business and financial acumen, as well as their deep pockets, could invest in and guide companies created by graduates of the business and computer schools. Having a university of Vanderbilt's caliber is needed "to unlock the full potential of West Palm Beach and Palm Beach County," Diermeier said.

The Vanderbilt West Palm Beach campus would provide graduate degrees geared to the finance, data and technology industries and enroll roughly 1,000 students, he said.

The Vanderbilt campus is being pitched for two acres owned by the City of West Palm Beach and five adjacent acres owned by Palm Beach County. The properties are along South Tamarind Avenue, from Datura Street south to Fern Street, in a section of the city dubbed Government Hill.

The land is the same property that both the county and the city had planned to donate for free to UF for a graduate campus in business and artificial intelligence.

But the deal fell apart last year after efforts to secure an adjacent five acres from Palm Beach billionaire Jeff Greene failed. The Vanderbilt campus would not need the Greene land.

Diermeier said he was aware of the former UF campus plan, and he was approached by someone about the downtown land during a Vanderbilt football game.

Vanderbilt's top ranking and its strong alumni network

While not an Ivy League school, Vanderbilt is known as a “Southern Ivy” because of its selective admissions process and strong academic reputation.

Vanderbilt is ranked No. 18 among national universities, and its business school, the Owen School of Management, is No. 27 in the nation in a three-way tie with the University of Texas-Dallas and the University of Rochester, according to U.S. News & World Report.

Current enrollment at Vanderbilt's business school is 617 students, a university spokesman said. The business school has 97 faculty members, and the annual cost of attendance is about $103,000.

Vanderbilt boasts a $10 billion endowment and counts many wealthy alumni and business leaders among its supporters.

These supporters include Vanderbilt trustee Jon Winklereid, a Hobe Sound resident and chief executive of TPG Holdings/TPG Capital LP, an asset management firm with a market value of $16 billion.

There's also Cody Crowell, a Vanderbilt University graduate, a managing partner at Frisbie Group in Palm Beach and a key figure in the Vanderbilt deal. During a recent talk before a Palm Beach chamber meeting, Crowell was credited with coming up with the idea of bringing Vanderbilt to West Palm Beach.

Vanderbilt has more than 1,100 alumni in Palm Beach County and in the northern part of neighboring Broward County, according to the university.

The West Palm Beach campus plan, in the works for about a year, is being advanced by Ross'  Related Cos. , a global real estate developer, and the  Frisbie Group . Both companies are building offices, condominiums and apartments in  West Palm Beach.

In a March interview, Related Urban Chief Executive Ken Himmel said having a Vanderbilt University business school campus in West Palm Beach would transform the city into a major destination.

"Every single city we've worked in has been anchored by a great university," Himmel said.

How would Vanderbilt get control of the taxpayer-owned land?

Diermeier said Vanderbilt would only build a sizable West Palm Beach campus if it received support from the business community — and government officials. He said that Vanderbilt officials have not discussed receiving state money for the venture, "although we would welcome that."

Diermeier said he met with some but not all county commissioners on April 1. He said there was interest in the campus plan, which he said is still in the early stages. He added there were discussions about the government-owned land and how the university could "have access to it."

Diermeier said Vanderbilt did not ask for anything at this point. But he was vague when asked if Vanderbilt would be willing to pay for the seven acres of taxpayer-owned land.

Vanderbilt would only open a West Palm Beach campus "if the community wants us," Diermeier said. "One way to demonstrate that is by co-investing. We 100% need that … This is a marriage that has to work for us."

People familiar with the Vanderbilt campus plan say its backers want the city and county to donate the land for free. Private money raised for the venture would go toward the university's endowment, which generates income that finances the university's programs.

But not every business leader is on board with handing over taxpayer land, especially to a university with a $10 billion endowment.

More: Is University of Florida's grad school campus in West Palm Beach in peril?

Some business officials, who asked not to be named, said any effort to attract an out-of-state private university using public land should be done via a public request for proposals, not a behind-the-scenes deal with one institution.

Two county commission members said the meeting with Diermeier was introductory and didn't get into specifics.

"I’m very proud that a prestigious university like Vanderbilt is considering building a graduate school in Palm Beach County. This was really a just-get-to-know-me meeting," said Palm Beach County Mayor Maria Sachs.

"This was all very preliminary," Commissioner Gregg Weiss said. "It's getting to know what Vanderbilt is about. There is a real workforce need for the business school graduates that would be attending this school. The details still need to be worked out, but it is a step in the right direction."

Palm Beach County's uneven record on public land donations

Ambitious ventures involving free taxpayer land have a mixed record in Palm Beach County.

To lure California-based Scripps Research Institute to Jupiter in 2006, $580 million in state and county money went to Scripps to create its Florida campus.

In addition, 70 acres in public and private land was leased to Scripps after Scripps officials promised that a "biotech village" of companies and jobs would be built on the vacant Palm Beach Gardens property. The land is next to the Alton community on Donald Ross Road.

The land was to be conveyed to Scripps after a 15-year contract between the county and Scripps was up. While the county staff said Scripps met the contract requirement to create 545 jobs and operate in the county for 15 years to be eligible for the land transfer, the biotech village never materialized .

Nevertheless, in 2022 the 70-acre parcel was transferred to Scripps for $1, as per the agreement with the county. UF Health now controls the land as part of its acquisition of Scripps Florida.

Meanwhile, the UF graduate school in downtown West Palm Beach didn't go as planned for Florida taxpayers, either.

The 12-acre campus, first announced in 2021, was supposed to offer graduate-level programs in business, engineering and law with a focus on financial technology, or fintech, and cybersecurity.

More: Much-touted UF campus plan for downtown West Palm Beach dies, leaving huge disappointment

In 2022, the Florida Legislature awarded UF $100 million for the West Palm Beach campus. But the legislation contained a giant loophole.

If the West Palm Beach campus didn't happen, the $100 million could stay with UF to use as it sees fit elsewhere in the state in a location outside Palm Beach County.

The campus didn't happen, and UF kept the money anyway.

Soon after the UF deal showed signs of dying, West Palm Beach Mayor Keith James said talks were afoot to bring a top, private, out-of-state university to the downtown land.

More Vanderbilt meetings planned with public officials

Diermeier said he plans to return to Palm Beach County during the next month to meet with more county commission members about the Vanderbilt campus.

He said Vanderbilt is skilled at having good relationships with state and local officials in Tennessee, and he expressed confidence that county and city government leaders in Palm Beach County would feel comfortable working with the university, too.

He also believes the more people learn about Vanderbilt's plans for the West Palm Beach campus, the more they will be supportive.

In addition to a doubling of Vanderbilt's business school size, the West Palm Beach campus also would feature degrees in the university's newest college, the College of Connected Computing.

This just-created interdisciplinary college would feature computer science, AI, data science and related fields. It also would collaborate with all of Vanderbilt’s schools and colleges.

Diermeier likened the potential effect of a Vanderbilt West Palm Beach campus to the effect that Stanford University had on Silicon Valley — and the resulting explosion of innovative technology companies that emanated from there.

"The impact that research universities can have on a community is very significant," Driemeier said.

Before becoming chancellor at Vanderbilt, Diermeier formerly was an assistant professor at the Stanford Graduate School of Business, then held key leadership positions at Northwestern University and the University of Chicago.

Staff writer Mike Diamond contributed to this report.

Alexandra Clough is a business writer and columnist at the  Palm Beach Post . You can reach her at  [email protected] . Twitter:  @acloughpbp .  Help support our journalism. Subscribe today.

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Metlink Passengers Encouraged To Plan Ahead For Union Meetings

Press Release – Greater Wellington Te Pane Matua Taiao

Metlink passengers are encouraged to plan ahead if they are traveling on Monday 8 April between 9:30am and 3pm, when bus and rail staff will be attending their respective union meetings.

Tranzurban bus drivers will attend a Tramways Union meeting in the Hutt Valley, while rail staff will attend a Rail and Maritime Transport Union meeting.

Metlink senior manager Matthew Chote says the disruption will be temporary, with services resuming as soon as possible.

“Off-peak rail services on all lines are to be replaced by buses between 9:30am and 3pm on Monday, while off-peak bus services in the Hutt Valley may be disrupted from late morning to 1pm,” says Mr Chote.

“We encourage our passengers, particularly those who live in and around the Hutt Valley, to travel earlier in the morning or later in the day to avoid any disruptions to their usual services.”

The Tramways Union meeting will not affect school services, or bus services run by other operators. The affected bus routes include: 110, 111, 112, 113, 114, 115, 120, 121, 130, 145, 149, 150, 154, 160 and 170.

“Metlink supports union members attending their meetings and expects most of Monday’s services to run as usual,” adds Mr Chote.

Passengers can plan ahead using the Metlink website , app, or by calling 0800 801 700 for the latest travel information.

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Goldman's CEO is under fire from an influential investor advisor after a string of personnel and business missteps

• Goldman Sachs CEO David Solomon faces a challenge from a big investor advisor.
• The advisor recommended separating the CEO and chairman roles for more independent oversight.
• The annual-meeting vote comes amid scrutiny of Goldman's consumer business and personnel issues.

Goldman Sachs' CEO is facing a fresh challenge to his leadership from an advisor to some of the bank's biggest investors.

The proxy advisor Institutional Shareholder Services wants Goldman to separate the CEO and chairman roles. David Solomon has been CEO since October 2018 and took on the chairman title months later.

In a report sent on Wednesday before the bank's April shareholder meeting, ISS asked for more "independent oversight" of the company, according to Reuters . ISS, which recommends how investors vote at company meetings, gave "cautionary support" for Goldman's executive pay.

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During Solomon's CEO tenure, the stock has soared 83%. But a string of recent issues has intensified the spotlight on him. The bank sprang into damage-control mode in recent weeks after a March Wall Street Journal story about Goldman's lack of female leadership, including a stream of women exiting under Solomon. One of those executives, Stephanie Cohen , led the bank's big bet on the consumer space . After losing billions of dollars, Goldman is now retreating from the business.

"Solomon's foray into the consumer realm has been met with missteps and steep losses, which seem to have trickled into further human capital issues," ISS wrote in the report on Wednesday.

After Goldman's governance committee evaluated the dual CEO-chairman role in December, the board reaffirmed that it was "the most effective leadership structure," per the company's annual-meeting materials .

Goldman didn't respond to a request for comment from Business Insider sent outside normal business hours.

ISS recommended voting for Goldman's slate of directors, including the next lead independent director, David Viniar. He joined the board in 2013 after stepping down from the bank, where he was most recently the chief financial officer.

"Some may question the decision to elevate a former Goldman executive to the role at this time," ISS wrote.

Watch: How Twitter panic took down Silicon Valley Bank

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