Making Meetings Matter

Meetings have enormous potential to drive change, yet many end up as unproductive time sinks. Holly Hayes of ISI Consulting recently presented “Making Meetings Matter”, a workshop that offered actionable insights for transforming meetings from routine gatherings to platforms for real progress. Thanks to generous sponsorship by Duke Energy, 50 nonprofit leaders learned the basics of leading engaging and purposeful meetings. Follow to the steps below to transform your approach to virtual and in-person meetings.
Define Clear Goals: Rational and Experiential Aims
Effective meetings begin with purpose. Setting clear rational aims (the practical outcomes like knowledge or decisions) and experiential aims (the desired emotional impact, like clarity or inspiration) allows for targeted, meaningful discussions. These aims shape both the agenda and meeting tone, focusing on what the group needs to achieve and feel by the end.
The Role of a Skilled Facilitator
Facilitation is more than managing logistics; it’s about making collaboration easy. Facilitators create inclusive environments, ensuring that each voice is heard and valued. They prioritize process over content, staying neutral yet flexible to guide the group towards collective decisions and actions. This approach not only boosts engagement but also fosters ownership, empowering participants to commit to decisions made.
Structure an Effective Agenda
A well-structured agenda keeps the meeting on track. Start by setting the context, then progress through sharing, synthesizing, and providing closure. Include time allocations for each item to prevent overruns. Thoughtful agendas allow participants to prepare and know when to expect their input will be needed. Ensuring all relevant materials, from pre-reading to technology setups, are ready helps create a smooth meeting experience.
Foster Engagement at All Levels
Engagement levels can range from passive listening to full responsibility for outcomes. Determine the desired level of involvement for each participant or group, which can vary based on the meeting’s goals. For example, using techniques like “Dotmocracy” (voting on priorities with sticky dots) or “Round Robin” sharing ensures everyone contributes, while also streamlining consensus-building processes.
Manage Difficult Behaviors
Handling disruptive behaviors can keep the meeting productive. Recognize common disruptors like “the Dominator” or “the Perfectionist” and address their behaviors respectfully but firmly. For instance, redirecting someone dominating the discussion can encourage broader input, while gently challenging perfectionism can keep things moving forward.
Use Playbook Tools for Dynamic Interaction
Meetings thrive on varied interaction techniques. Strategies like brainstorming, open-ended questioning, and small-group sharing can break monotony and invite creative input. Using visual tools like sticky notes or a “History Wall” (visual timelines or milestones) can also deepen engagement and help participants visualize progress.
Always Close with Clarity
At the end of each meeting, recap outcomes and define action steps with clear ownership and deadlines. This step solidifies decisions and ensures everyone leaves with a shared understanding of next steps, maintaining momentum beyond the meeting room. Establishing a plan for unresolved issues keeps priorities clear and prevents important topics from slipping through the cracks.
Moving from Meeting to Meaningful Action
When structured with intention, meetings can shift from mere information-sharing to effective collaboration. Adopting these practices means attendees can leave meetings feeling productive, informed, and ready to act, ensuring ideas transform into meaningful, lasting outcomes.
By refining meeting dynamics, any organization can maximize the potential of their gatherings—making each meeting matter.