How to Lead a Meeting Effectively: Facilitate Your First Meeting With a New Team

How can you lead a meeting effectively when you’re a new leader? Business meetings are a regular part of a leader’s day-to-day life. But there’s rarely any formal training provided on how to run a meeting.

This makes leading a meeting for the very first time daunting for many emerging leaders. And it can also lead to unproductive or time-wasting meetings – which I’m sure you’ve attended at least once in your career.

Leading a meeting doesn’t have to be difficult. You simply need good planning, balanced structure and prompt follow-up. With that you can become the leader who runs the most effective meetings in the office.

Why should you have a meeting?

Before you organise a meeting, you need to identify whether you need a meeting at all. Skipping this step is the cause for those time-wasting meetings. Meetings are predominantly called for five reasons: give information, get input, get buy-in, motivate and inspire, or to solve problems. If the meeting you want to organise falls into any of these categories, then you’re calling the meeting for the right reasons.

Prepare for the business meeting.

Once you’ve decided that a meeting is necessary, then you need to prepare for the meeting. In this stage, you need to do four things: define the purpose and objectives, create an agenda, select your attendees, and circulate the agenda. I delve into all of these four steps in the below video.

Conduct the meeting.

This is the day of the meeting. You have everybody in the room. Now you need to conduct the meeting in a professional manner. You should start out by outlining the purpose of the meeting so everyone is on the same page.

It’s also important that you encourage participation from everyone in the room. And open up a discussion time once you’ve finished your talking points. There are more steps to follow in the video below.

Make sure you take notes in the meeting so you can keep track of important ideas for your team. I always carry an A5 notebook to every meeting so I can be prepared.

Follow up after the meeting.

This is a really important step that will give you information about how you organised and performed in the meeting. This information from your team will help you to better plan your future meetings and make them even more effective and productive.

You should’t be daunted by leading a meeting at work. Everyone has to do it for the first time at some stage in their career. If your first time leading a meeting is now, then I hope this blog post and the below video will give you the confidence that you can do it!

Timestamps:

  • 00:44 How to decide if a meeting is necessary.
  • 01:16 5 Reasons why you should have a meeting.
  • 01:37 How to prepare for a business meeting.
  • 01:46 4 Steps to prepare for an effective meeting.
  • 02:00 Define your objectives for the meeting.
  • 02:35 Create a meeting agenda.
  • 03:05 Selecting attendees for a meeting.
  • 03:32 Tips for circulating the agenda.
  • 04:01 Conducting an effective meeting.
  • 04:06 6 Steps to conduct an effective meeting.
  • 04:38 Encouraging participation in the meeting.
  • 05:13 Raising key points in a meeting.
  • 06:22 Allow discussion time and Q&A time in a meeting.
  • 07:08 How to end a business meeting.
  • 08:00 Following up after the meeting.
  • 08:40 How to follow up after a meeting.

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About Kara

Kara Ronin is the founder of Executive Impressions. She is an executive coach who specialises in leadership presence, social skills and business etiquette. She is also the creator of Bestselling Udemy course, Business Etiquette 101. Kara’s advice and unique perspectives have been featured in Time Inc., Business Insider, Ignites Europe (a Financial Times Service), The Muse, The Local France, The West Australian, and more. Kara works regularly with lawyers, investment bankers, and finance professionals to help them build presence, authority and influence in business. Get Kara's insights delivered straight to your inbox