_{A Monthly Newsletter: April 2025}

Recently, during a conversation with a client, frustration was expressed about attendees who were physically present but contributed little to the discussion. This sparked reflection on what truly makes a meeting "good" and how leaders can foster meaningful participation.

What Defines a 'Good' Meeting?

The definition of a "good" meeting is subjective and varies based on individual needs and expectations. For some, it means having the opportunity to contribute; for others, it’s about being heard or simply getting through the session efficiently. Ego, routine, or even the perceived prestige of being part of a group can influence how attendees perceive meetings. 

Reflecting on past experiences, certain commonalities emerged in meetings that stood out as productive and enjoyable: 

• Shared Goals: Participants worked toward a common objective that everyone valued. 

• Respectful Relationships: Familiarity and mutual respect among attendees fostered collaboration. 

• Clear Roles: Everyone understood their purpose and contribution to the meeting’s success. 

• Preparation: Attendees came equipped with relevant information and insights. 

Challenges to Engagement 

Not all meetings are created equal. Some are structured to prioritize decision-making by select individuals, leaving others on the sidelines until needed (e.g., board meetings). Others are project-driven, requiring active involvement from all participants. 

 Key questions to consider include: 

1. Are the right people in the room? 

2. Do they have the information needed to contribute effectively? 

3. Why are they attending? Is it to make a difference, fulfill routine obligations, or satisfy personal aspirations? 

How Can Leaders Influence Engagement?

While individual participation ultimately depends on each attendee, meeting chairs can take steps to create an environment conducive to engagement: 

• Set Clear Objectives: Define the purpose of the meeting and desired outcomes upfront. 

• Encourage Preparation: Share agendas and materials in advance so attendees arrive informed. 

• Foster Inclusion: Create opportunities for everyone to contribute meaningfully. 

• Build Relationships: Invest time in cultivating trust and respect among team members. 

Team Building as a Solution 

To improve engagement in meetings, consider incorporating team-building exercises that strengthen relationships and encourage collaboration. Here are some useful resources: 

1. Icebreaker Activities - Help participants connect with one another before diving into discussions. Examples include “Two Truths and a Lie” or “Speed Networking.” 

2. Problem-Solving Challenges - Engage teams in solving hypothetical or real-world problems together, fostering creativity and teamwork. 

3. Role-Clarification Exercises - Use tools like "Responsibility Mapping" to clarify individual roles within a group project or meeting context. 

4. Feedback Circles - Encourage open dialogue by having participants share constructive feedback in small groups.

By addressing these dynamics thoughtfully, leaders can transform meetings from routine gatherings into energizing sessions where ideas flourish and goals are achieved collaboratively.

ps. When you’re ready…..I help leaders and teams through in person team training and coaching, 1:1 coaching and career coaching. Reach out for a complimentary intro call

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