Everyone can think of a time when they wondered whether a meeting was necessary. Whether virtual or in-office, many meetings go on too long, involve too many people, or could have been an email. The secret to an effective meeting? How you start it.
When deciding how to start a meeting, have an outcome in mind. Whether or not the point of a meeting is clear by the end depends on the way it begins.
Once you understand how to open a meeting, it can make all the difference. Hereâs why it mattersâplus tips for how to start a meeting right.
The importance of starting a meeting well Â
When considering how to start a meeting, most of us only really think about the basics:
- Making the introductions
- Going over the ground rules
- Reviewing the meeting agenda
- Diving right into everything
Thereâs value in making sure everyone knows one another and what the meeting is about to begin with, but beyond introductions, these housekeeping items have little to do with setting up an effective meeting.
Before someone can feel engaged and ready to participate in a meeting, theyâll want to get answers to two unstated questions: Why am I here? Why should I care?
There are a variety of ways to start a meeting but the most successful meetings begin by answering those two questions. When learning how to start a meeting, this is how to answer those questions and more.Â
How to open a meeting effectivelyÂ
1. Start on timeÂ
How you start a meeting can make or break your meetingâs success. When opening a meeting, first things first: make sure that your meeting starts on time. Nothing quite sets the tone for a meeting (and the mood of its participants) than showing respect for everyone's time.
2. Answer âWhy am I here?â
Next, you need to answer the question of âWhy am I here?â for everyone youâve invited. You can do this by breaking down the components of your meeting and explaining how they relate to the participants.
In other words, when opening a meeting, start by describing the purpose and the benefits of participating.
- The purpose: Clarify what the meeting is about right from the onset by making a statement using this format: âThe purpose of the meeting is X. Once weâve concluded todayâs meeting, weâll walk away with Y.â
- The benefits: This is where you get to build up excitement for your participants by illustrating why the meeting is important to them. Answer âWhy am I here?â by clarifying âWhatâs in it for me?â Give examples of what will change for the better.
3. Answer âWhy should I care?â
The next part of how to open a meeting effectively is for you to address the question of âWhy should I care?â This is something that can be done by clarifying the following:Â Â
- Their unique role: Let everyone feel empowered by describing the authority theyâll have in shaping decisions or impacting change. If you can, explain why they were selected to participate. Was it their experience? Bold ideas? A recommendation?
- Their involvement: Once youâve started, an effective meeting also requires you to get the team immediately engaged. Do this by asking everyone what they hope to accomplish. What will success look like to them? What do they want to discuss?Â
4. Define everyoneâs role in the meeting
Sometimes, it is helpful to define peopleâs roles when you start a meeting. This can be as simple as designating who is in charge of keeping the meeting minutes, who is presenting, and who is moderating. After clarifying why the meeting matters to the participants, defining how they are expected to show up can provide additional structure and engagement throughout.
How to improve your meetings going forward
Above is the framework of how to open a meeting and get things moving forward. When it comes to facilitating better meetings, making stronger connections with participants, and improving your ability to read the room, use the following observations and tactics.Â
Connect with yourself first
Before you open a meeting for others, learn to be more open yourself.
Or as Agile coach and skilled meeting facilitator Simon Macpherson says,Â
âTake time to connect with yourself so you can connect with others. Doing so helps build a space for better focus, collaboration, and creativity.âÂ
Connecting with yourself involves things like:
- Being comfortable leading group discussions
- Knowing how to keep the conversation going
- Keeping open to different opinions or views
Facilitating an effective meeting within your organization is a mix of analytical thinking and the power of emotional intelligence.Â
Do a team building exercise
Making introductions and sharing names isnât always enough to set the stage for an effective meeting. This is especially true when youâre bringing everyone together to work on a project that requires lots of time, energy, or research or has a major impact on the company.
Besides helping people get to know one another, team-building exercises can help build trust and camaraderie, encourage creativity, improve morale, or promote participation.
