How can I run more effective meetings?
Not long ago, I asked one of my executive coaching clients a question:
“How can you be a better leader over the next two weeks?”
His answer was refreshingly specific: “Hold better meetings with my direct reports.” So, together, we created a list of six questions he could ask himself as prep before each one-on-one meeting. These questions aren’t just about having a more organized agenda; they’re about building trust, providing real support, and using each meeting to lay the groundwork for the weeks to come.
If you’re looking to improve the quality and impact of your meetings, here’s a framework you can adopt for immediate results.
1. Identify the type of meeting and then set the tone
Ask Yourself: “What type of meeting is this, and how will I use the first few minutes accordingly?”
There are typically five types of one-on-one meetings:
Update/Report: Briefing each other on project progress and priorities.
Coaching: Providing guidance or support on specific skills or behaviors.
Problem Solving: Collaborating to find solutions to immediate issues.
Escalation: Addressing urgent, complex issues that require higher-level input.
Innovation: Brainstorming new ideas, approaches, or strategies.
Start by clarifying the purpose of the meeting. If it’s a coaching session, for example, consider opening with a question that sets a collaborative tone. For problem-solving, jump straight into the current challenges they’re facing. If it’s innovation, you can start with some customer focus and/or an exercise to define the opportunity the innovation might address.
A focused approach gives the meeting direction from the start, helping both of you make the most of your time.
2. Anticipate their current challenges
Ask Yourself: “Based on prior meetings, where we are in the quarter, and what’s likely to be on their mind, what challenges are they likely facing this week?”
Every direct report has unique obstacles based on their role, workload, and upcoming deadlines. Taking a moment to consider what’s likely weighing on their mind this week helps you walk into the meeting with empathy. It shows that you’re aware of the context they’re operating within and allows you to prepare meaningful, relevant support.
3. Prepare a supportive framework or tool
Ask Yourself: “Given what I expect their immediate challenge to be, what framework or tool can I bring (or create) to support them through that challenge?”
Sometimes, the best support you can give is a simple framework that brings clarity. Maybe it’s a decision matrix for complex issues, or perhaps a prioritization method to manage a long task list. If the challenge is ongoing, consider developing a customized tool or resource over time that they can rely on.
Preparing this in advance of the meeting allows you to make an immediate impact, showing that you’re proactive and dedicated to their success.
4. Find opportunities to build trust and rapport
Ask Yourself: “How can we end the meeting with more trust and rapport than when we started? What do I know about their life and their interests that I can mention to demonstrate support?”
Leadership isn’t only about professional development; it’s also about connection. Reflect on what you know about their personal life, interests, or recent accomplishments. Even small gestures, like asking about a family member’s health or a recent trip, can deepen the relationship. These moments of connection reinforce that your support goes beyond their work, creating a stronger foundation of trust.
5. Identify the key takeaway or focus for the meeting
Ask Yourself: “What’s the single most important point of focus or takeaway I want them to leave with after this meeting?”
Sometimes meetings can feel like a whirlwind of topics and to-dos. Identifying the most important takeaway before the meeting gives it a clear direction and ensures they walk away with a meaningful focus. This takeaway might be a specific task, a new approach, or even a single insight to reflect on. A deliberate focus point for each meeting helps create consistency in your leadership approach.
6. Plan ahead for future meetings
Ask Yourself: “What are the next two meetings I’m likely to have with this person, and how can I lay the groundwork for those?”
Your meetings don’t exist in isolation. Thinking two steps ahead ensures that your conversations build on each other, creating a sense of progress and forward momentum. Consider the goals you want them to achieve over the next month and think about how each meeting can contribute to that journey. By laying the groundwork now, you’re establishing a roadmap that both of you can follow.
Bringing It All Together
These six questions are designed to help you hold more effective, empathetic, and strategic meetings with your team. They’re about creating a supportive, purpose-driven environment where each conversation brings clarity, trust, and a sense of momentum.
In summary:
Identify the meeting type and set the tone.
Anticipate their current challenges to approach the meeting with empathy.
Bring frameworks or tools to support their success.
Build trust by connecting on a personal level.
Establish a key takeaway to keep focus and continuity.
Think two steps ahead to prepare for the future.
Taking five minutes to ask yourself these questions can transform your meetings from simple check-ins to powerful tools for leadership and growth. Try it out over the next two weeks, and watch how your direct reports respond to the increased focus, support, and connection.