6 things high performers do when they run a meeting

High performers know that running an effective meeting is an art. It’s not just about gathering people together; it’s about making the most of everyone’s time, keeping discussions focused, and driving results. Here’s how they do it:

1. Send the Agenda in Advance and Set a Clear Purpose

Before the meeting even starts, high performers are prepared. They send out a clear agenda, outlining the objectives and expected outcomes. This ensures everyone comes ready to contribute and stay focused.

Tip: Include a specific purpose so participants know what to expect and what’s expected of them.

2. Open with a Strong Introduction and a Defined Finish Time

Start the meeting with purpose. High performers open by clearly stating the topic and the desired outcome—then they set a finish time to keep the discussion on track.

Example: "Today, we’re here to discuss [X], and by the end of today, we hope to achieve [Y], finishing at 17:00."

This creates a sense of urgency and clarity right from the start.

3. Set the Ground Rules for Engagement

High performers know that to keep a meeting productive, it’s essential to establish expectations for how people will participate.

Tip: "Let’s be mindful of time, keep comments brief, and make sure everyone has a chance to contribute."

Respectful, focused, and efficient discussions lead to better outcomes—and setting these ground rules ensures everyone stays on the same page.

4. Balance Depth with a Solution-Oriented Approach

Allow space for thorough discussion, but don’t get bogged down. High performers know when to shift from problem-solving to action. After exploring the issue, they ask the group:

"What are the potential solutions here?"

This keeps the conversation moving forward and ensures the meeting is productive.

5. Leave Some Things Unresolved

High performers understand that not everything needs to be resolved in one meeting. They focus on the critical issues that need action, leaving less urgent or important matters to be addressed later.

Tip: Don’t be afraid to let some discussions go unresolved if they’re not essential to the meeting’s goal.

6. Summarise Action Points and Next Steps

As the meeting winds down, high performers summarise the key takeaways and clearly outline the next steps. This ensures everyone leaves with a clear understanding of what needs to happen next.

Example: "To wrap up, here are the next steps…"

This guarantees accountability and ensures progress after the meeting.

High-performing leaders don’t just run meetings; they manage time, expectations, and outcomes. Incorporate these practices into your own meetings to drive productivity, keep things on track, and ensure that everyone walks away with clear action steps.

Learn more about this topic in our popular course Improve your personal impact in meetings.