Meetings are a key part of working life, bringing people together to collaborate, make decisions and share ideas. But let’s be honest—when you hear “meeting,” do you think of productive discussions or an interruption to your day? If it’s the latter, you’re not alone. The good news? Meetings don’t have to be dull or feel like a waste of time. With the right approach, they can be engaging, purposeful and even inspiring. Here are five simple ways to make your meetings more impactful—and actually worth attending.
1. Start with a Bang and Set the Tone
The way you start a meeting sets the tone for everything that follows. Keep things positive and fresh right from the start.
Instead of diving straight into the agenda of the meeting, begin with something unexpected and get everyone ready to get their thinking caps on. This could be a thought-provoking question or a quick team-building exercise. The goal is to capture attention from the get-go, making participants more engaged and alert for the remainder of the meeting.
When it's time to talk business, have a clear agenda and a realistic objective that you want to achieve by the end and voice this straight away to the team. This will set the tone and make what you will be discussing super clear.
2. Incorporate Visuals
Our brains are wired to process visual information far more efficiently than text or spoken words. By incorporating visuals such as charts, graphs, and images into your presentation, you can make your content more engaging and easier to remember. Tools like slideshows or whiteboards can help illustrate points more vividly, making the key takeaways of your meeting stick in the minds of your attendees.
3. Make it Interactive
Having forms of interaction throughout a meeting encourages participation and keeps people engaged throughout. Don't leave the questions until the end, discuss them throughout! Ask open-ended questions, encourage discussion, and maybe even include small group breakout sessions if the meeting size allows. Tools and techniques such as live polls, Q&A sessions, and brainstorming activities ensure that participants are not just passive listeners but active contributors. This approach makes attendees feel significantly more involved and invested in the outcomes of the meeting.
4. Take a Break
If you've got a lot to cover in one meeting, it can be tempting to just power through the agenda to save time. What comes out of that meeting is unlikely to be of any use, as humans, we can only concentrate on one activity for about 20 minutes.
For meetings that extend beyond an hour, scheduling short breaks is essential. Breaks help prevent fatigue, restore attention, and boost creativity among the team. A 5-10 minute pause allows participants to stretch, refresh, and mentally process information, leading to more productive and engaging sessions upon return. For even longer meetings of 2 hours plus, think about having longer intervals of 20-30 minutes to give people a chance to grab a coffee, refuel or take a walk to get some fresh air. Meetings can be a lot!
So, structure your meeting with this in mind, and switch topics before they become stale, you're much more likely to achieve your objectives, have greater participation and get more creative ideas flowing amongst the team.
5. Get Out of the Office
Sometimes, having a change of scenery by hosting meetings outside your traditional office setting can significantly enhance creativity, team cohesion, and overall engagement. When you're sitting at the same desks and same meeting rooms every day, things can get boring and therefore stifle those brilliant ideas! Remember, your meeting room needs to inspire!
Whether it's a casual coffee shop, a serene park, or a co-working space, changing the environment can break the monotony of daily routines and spark fresh ideas. Co-working spaces work particularly well as they are usually designed with creativity, simplicity and functionality in mind, all things that are likely to help you have a great meeting.
Bonus Tip: End with Actionable Takeaways + Follow up
A meeting without clear conclusions or next steps can leave participants feeling confused and unsure of what comes next. Ensure that every meeting ends with a summary of key points discussed and a list of actionable takeaways to think about. Who is responsible for what? What are the deadlines? What is the end goal? Making these clear not only reinforces the meeting's content but also ensures that the time spent in the meeting translates into actions.
We all know a meeting doesn’t end when everyone leaves the room (or virtual room). Follow up with an email summarising the key points, next steps and the presentation itself. This lets the participants have a chance to go through it by themselves, have it written down, and think about how they can act upon the takeaways shared.
Meetings are more than just holding people's attention for the duration of the meeting—it's about ensuring that the content and decisions made during that time have a lasting impact. Following these steps can transform your meetings from forgettable to impactful. Remember, the ultimate goal of any meeting should be to foster a productive and engaging environment that propels your team or project forward!
Author
Calum Henderson
Calum Henderson is a venue finding expert with a passion for events. From Hong Kong to Oxford Brookes, his international hospitality background brings a unique perspective to the team
