Organizing and leading meetings can be draining, especially when you’re the only one talking and others seem disengaged. The key is to foster open communication by creating a safe space for sharing news, ideas, and feedback. With a few adjustments, you can transform routine gatherings into engaging meetings that are collaborative, productive, and meaningful.
Give Everyone a Chance to Prepare and Participate
Start by sharing the agenda in advance. Collect topics from your team using a shared document or whatever communication tool you already use. When sending out the final agenda, include meeting goals and any necessary pre-work to ensure the discussion is effective. Doing this sets clear expectations, and everyone comes ready to contribute.
Move Beyond One-Way Communication
Sometimes you need to present updates or data, but that doesn’t mean it has to be boring or passive. Use polls, chat features, or digital whiteboards to encourage interaction. Turn routine updates into quick trivia or knowledge checks to keep energy up. Consider taking short breaks to allow people to stretch, or include light icebreakers such as movie recommendations, favorite recipes, and other fun questions.
Share the Spotlight
You don’t have to be the only voice in the room. Rotate meeting leaders so everyone has the chance to guide the process. Invite team members to share a recent success, lead a short training, or present a challenge the group can brainstorm solutions for. Shared leadership enhances engagement and helps build stronger collaboration.
Manage Time and Stay on Track
Respecting time is one of the most important ways to establish trust in a meeting. Keep an eye on the clock or designate a timekeeper and avoid letting conversations drift too far off topic. If you can’t cover all agenda items, save the remaining ones for a future meeting rather than rushing and having an incomplete discussion. Ending a meeting early when possible is always a win.
Summarize and Define Next Steps
Reserve the last five to ten minutes to recap key takeaways and identify action items. Assign responsibilities clearly so that progress continues after the meeting ends. A quick round of “biggest takeaways” can also reinforce what participants found most valuable. Summarizing meeting outcomes and final action items in a follow-up message is the finishing touch.
Time is precious, and no one likes feeling that it was wasted. Making small changes, such as encouraging participation, sharing leadership, and staying organized, can help you run meetings that are efficient, engaging, and worthwhile for everyone.
Check out Top Articles on HERC Jobs.
About the Author: Marcia Silva is the director of marketing and communications at the Higher Education Recruitment Consortium. She strives to create engaging, research-informed content that empowers job seekers and employers committed to creating inclusive workplaces. She is passionate about using digital media and technology to encourage participation and strengthen communities.
