The Principles of a Great Team Meeting

By Hannah Pniewski

Meetings are an integral part of any organization’s workflow, providing a platform for collaboration, decision-making, and progress. However, not all meetings are created equal. Without proper structure and communication, they can become unproductive time sinks. Let’s explore the key strategies to running effective meetings, including documentation, clear communication, grounding in the outcome, intentional inclusion, and the use of project management software for accountability. We will also offer a proven structure for hosting a truly impactful meeting.

Documenting Decisions in Meetings

It’s simple: Take notes.

One of the most critical aspects of running effective meetings is ensuring that decisions made during the discussion are well-documented. Without clear records, it becomes challenging to hold individuals accountable for their responsibilities and track the progress of action items. Designate a note-taker or use collaborative tools to capture key points, action items, and decisions. This documentation not only serves as a reference for participants but also fosters accountability and transparency within the team.

Speak a Common Language to Foster Understanding

Effective communication is the backbone of successful meetings. To ensure everyone is on the same page: 

• Use common language that resonates with all team members. 
• Avoid jargon that might be confusing for some participants. 
• Encourage open dialogue, where individuals feel comfortable asking for clarification if needed. 

These practices promote a shared understanding and help in aligning the team towards common goals.

Ground Everyone in the Outcomes of the Meeting

Begin your meetings by clearly outlining the objectives and desired outcomes. This ensures that all participants understand the purpose of the discussion and stay focused on the goals. Grounding everyone on outcomes not only provides context but also helps evaluate the meeting’s success. Keep the agenda concise and tie each agenda item to specific outcomes, making it easier for the team to stay on track and contribute meaningfully.

Welcome Everyone Intentionally: Foster Inclusivity

Create a welcoming environment for all meeting participants. Start by acknowledging everyone’s presence and contributions. Encourage equal participation, ensuring that quieter team members have an opportunity to express their thoughts. Foster a culture of inclusivity where every voice is heard and valued. This intentional approach not only boosts team morale but also brings diverse perspectives to the table, enriching the decision-making process.

Leverage Project Management Software: Enhance Accountability

Integrate a project management software into your meeting processes to streamline accountability and task tracking. These tools (such as ClickUp, monday.com, and Trello) allow you to assign action items, set deadlines, and monitor progress in real-time. By utilizing such software, teams stay organized, align their efforts, and make sure decisions made during meetings are translated into actionable tasks. This enhances overall productivity and keeps everyone accountable for their assigned responsibilities. 

An Impactful Tool: A Guide to Running Effective Meetings

To help implement these practices, we have developed a proven meeting structure we call imPACT Meetings™. imPACT stands for internal meetings with Purpose and ACTion.

We designed imPACT Meetings™ to help teams accomplish the work that needs to get done while making attendees feel supported. 

imPACT Meetings™ start by connecting team members, highlighting employee goings-on, and reviewing the leading indicators of success and challenges. This time will ground the meeting attendees in the room and make sure everyone is present for the next section of the time together. 

The focus then shifts to holding the team accountable to previously-decided-on tasks and milestones, identifying key obstacles, diagnosing problems and mapping the path to the desired outcomes. Finally, the meeting concludes with a ‘check-out’ where attendees review the to-dos and decide on cascading messages (who needs to know what by when). You can read more about how imPACT Meetings™ flow here.

Mastering the art of running effective meetings requires a combination of thoughtful planning, clear communication, intentional inclusivity, and the use of tools that enhance accountability. By utilizing the principles mentioned in this blog, teams can transform their meetings into productive sessions that drive results and foster collaboration. Great meetings have a massive impact on the success of an organization. Make your meetings count.

To implement Impact Meetings in your organization, download our FREE Impact Meeting agenda.