Meetings are an important part of school life, but they don’t always feel as productive or energising as they could be. Sometimes, they run longer than expected, cover too much ground, or leave attendees unclear on the next steps. With a few simple adjustments, however, meetings can become more focused, efficient, and even uplifting.
Here are strategies to make meetings more effective and engaging.
Reduce the Number of Meetings
Ask yourself: Does this meeting need to happen at all?
Often, meetings are scheduled out of habit rather than necessity. Consider alternatives like sharing updates via email or using collaborative platforms like Google Docs or Microsoft Teams for asynchronous discussions. If a meeting isn’t essential, cut it.
Leadership teams can also review the school’s meeting calendar regularly to streamline recurring meetings. The fewer unnecessary meetings staff have to attend, the more time they have for other work.
Set a Clear Agenda—And Stick to It
An agenda sets the tone for a focused and efficient meeting. Distribute it in advance so participants know what to expect and can prepare. Keep the agenda concise, prioritising key items that require discussion and decision-making.
During the meeting, assign someone to monitor time and keep the discussion on track. If a topic starts to derail the meeting, suggest scheduling a separate time to dive deeper.
Start and End on Time
One of the simplest ways to improve meetings is to respect everyone’s time. Start promptly, even if some attendees are late, and aim to finish early or on time. If people know meetings won’t drag on, they’re more likely to arrive prepared and engaged.
A useful tip is to schedule meetings for slightly unusual lengths, such as 45 or 20 minutes. This can encourage a sense of urgency and prevent conversations from dragging on just to fill the allocated time.
Focus on Decisions and Actions
Meetings should result in clear decisions and action points. Avoid endless discussions without outcomes. Use a simple framework to summarise each agenda item:
- Decision: What was agreed?
- Action: What needs to be done, by whom, and by when?
Ensure these points are documented and shared with all attendees afterward to maintain accountability.
Rotate Facilitators
Meetings should result in clear decisions and action points. Avoid endless discussions without outcomes. Use a simple framework to summarise each agenda item:
- Decision: What was agreed?
- Action: What needs to be done, by whom, and by when?
Ensure these points are documented and shared with all attendees afterward to maintain accountability.
Encourage Equal Participation
In many meetings, the same people tend to do most of the talking while others remain quiet. To ensure everyone’s input is heard, try using structured activities. For example, go around the room and ask each participant for their thoughts on a key topic. You can also use digital tools like anonymous polls or chat functions to gather ideas.
Leaders should also be mindful of power dynamics. Encourage junior staff to contribute by creating a psychologically safe environment where all voices are valued.
Limit Meeting Length
Long meetings often lose focus. Aim to keep meetings under an hour, with shorter ones for quick updates or planning sessions. If you’re tackling multiple complex topics, consider breaking them into separate shorter meetings rather than cramming everything into one long session.
Introducing short breaks for meetings that run over 60 minutes can also help participants stay focused and engaged.
Try Walk-and-Talk Meetings
For one-to-one meetings, especially those involving brainstorming or deeper conversations, consider taking a walk. Walking meetings can boost creativity, reduce stress, and promote more open communication. They’re particularly effective for catching up informally or generating new ideas.
If a walk isn’t feasible, try moving the meeting to a different, more relaxed environment to encourage fresh thinking.
Share Pre-Reading and Follow-Up Summaries
Time spent reviewing information in meetings can often be reduced by sending materials in advance. Ask participants to review key documents before the meeting and come prepared with questions or suggestions.
After the meeting, distribute a summary of decisions and action points. This keeps everyone on the same page and reduces the need for follow-up discussions.
Celebrate Successes and Milestones
Meetings don’t have to be all business. Taking a few moments to recognise achievements—whether it’s a staff member’s hard work or a school milestone—can boost morale and foster a sense of community. Even a quick shout-out can make a difference.
You could also introduce light-hearted traditions, like starting each meeting with a fun question or sharing a positive story from the week.
Meetings can be opportunities for growth and collaboration. By reducing their frequency, focusing on clear outcomes, and making space for everyone to contribute, you can transform them from a time drain to a productive and even energising part of your school’s culture. Try implementing one or two of these strategies and see the positive impact on your next meeting.
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