How To Run A C Level Meeting

Direct the C-Level meeting with clear objectives, robust preparation, focused agenda, and in-depth analysis while ensuring respectful and insightful discussions with decision-makers.

A C-Level meeting is a high-level gathering where the top executives, known as C-suite executives, of a company come together to discuss crucial issues, make strategic decisions, and set the direction of the company. The C-suite consists of positions like the Chief Executive Officer (CEO), Chief Operating Officer (COO), Chief Financial Officer (CFO), among others. These meetings are usually confidential and focus on areas such as governance, corporate strategy, risk management, business growth, budgeting and financial performance, as well as other significant operational matters.

How To Run A C Level Meeting: Step-By-Step


Step 1: Agenda Planning

The organizer is required to meticulously plan the meeting agenda with key focus on points to be discussed, allowing specific time slots for each topic. The agenda should provide comprehensive information about the presenters, topics, timing, and should foster productive discussion among attendees.

ZipDo, developed by our team, serves as a bridge between your calendar and a collaborative workspace designed for each meeting. It encourages the compilation of a shared agenda, with inputs from all team members. This collective effort ensures better-prepared meetings, leading to enhanced productivity and streamlined meeting management.

Next Step

Step 2: Invitation Drafting

Once the agenda is set, carefully craft an invitation providing comprehensive details: Date, time, location, attendee list, meeting purpose, and agenda. Dispatch this invitation well in advance, providing ample time for participants to review, undertake necessary research, or prepare essential discussions or responses, ensuring productive participation.

Next Step

Step 3: Pre-meeting preparation

To have a fruitful meeting, both presenter and participants need to prioritize preparation. This involves thoroughly reviewing the agenda, understanding the purpose of the meeting, conducting in-depth research on the topic and preparing insightful presentations or remarks. They should also take on the task of preparing any necessary documents, handouts, or visual aids in advance. This preparation is critical for encouraging meaningful dialogue and ensuring the meeting’s objectives are met.


Want to run a better meeting? Try ZipDo, our Meeting Note Software.

  • Connect your Google Calendar
  • Automatically create a note for every meeting
  • Organize your meetings and meeting notes in a channel like Slack
Try ZipDo free
Next Step

Step 4: Confirm Attendance

Fact-checking the attendance of all invited individuals is a vital step in meeting planning. This not only affirms the presence of crucial members but also prevents potential postponement. The absence of important attendees could hinder decision-making or progress discussions, defeating the purpose of the meeting. Thus, confirming their availability is crucial.

Next Step

Step 5: Meeting Management

Leading a meeting according to a predetermined agenda is crucial for productivity. Begin by restating the meeting’s purpose and reviewing the agenda. Ensure all discussion points are time-bound, allowing adequate time for each. This strategy promotes efficiency and keeps the meeting on track, hence creating an environment conducive for effective decision-making.

Next Step

Step 6: Facilitate Discussion

Ensure all participants are encouraged to actively engage in the meeting by asking questions, providing feedback or sharing their views. Balance participation to ensure diverse input, and steer the conversation to maintain the focus, preventing any derailment from the meeting objectives.

Next Step

Step 7: Decision Making

As an expert facilitator, encourage the group towards reaching a consensus or identifying clear action points. Ensure the decisions taken or actions determined are comprehensible to all attendees. The goal of the meeting will be to drive collective understanding and commitment to follow-through for each point decided.

Next Step

Step 8: Meeting closure

To effectively conclude a meeting, it’s crucial to consolidate the meeting outcomes, devise suitable next steps, and assign respective responsibilities to each team member. This ensures accountability and clarity. Close the meeting on an encouraging note to foster a positive, productive atmosphere for next interactions.

Next Step

Step 9: Follow up

Make sure to distribute a concise meeting summary, covering essential information like primary decisions made, action plans and the respective person charged with each task. Include a tentative date for the impending meeting, if needed, for everyone’s convenience. This process promotes constant updates and guarantees task continuity.


Running a C-Level meeting can be a formidable task but with the right preparation, precise agenda, respect for everyone’s time and fostering open communication, it can lead to productive outcomes. It’s crucial to remember that C-Level meetings should not just be a rundown of reports but also a platform to shape the strategic direction of the company. With these key considerations, anyone can conduct a successful C-level meeting, promoting efficient decision-making, effective problem-solving, and ultimately driving business growth. It’s all about striking the right balance between organizational objectives and the individual insights that each C-Level executive can bring to the meeting. It might take time and practice, but with these steps, you’re surely on your way to conducting C-Level meetings like a true pro.

Popular Questions

What is a 'C Level Meeting'?

A ‘C Level Meeting’ refers to a gathering or conference consisting of the highest-ranking executives (C-level executives) of an organization, such as CEO, CFO, COO, CMO, CTO, etc. These meetings involve high-level discussions and decision-making pertaining to the strategic planning, operations, and overall management of the company.

What are the main objectives of a 'C Level Meeting'?

The objectives of a ‘C Level Meeting’ are to discuss and make decisions on strategic company directions, evaluate the organization’s performance, assess the impact of internal and external factors on the business, and to collaborate on critical matters needing immediate attention and resolution.

Who are usually the attendees of a 'C Level Meeting'?

The attendees of a ‘C Level Meeting’ are typically the top executives of an organization. This includes positions such as Chief Executive Officer (CEO), Chief Financial Officer (CFO), Chief Operations Officer (COO), Chief Marketing Officer (CMO), Chief Technology Officer (CTO) etc. Occasionally, other senior executives or directors may be invited based on the specific subject matter of the meeting.

How frequently do 'C Level Meetings' occur?

The frequency of ‘C Level Meetings’ varies depending on the size and nature of the organization. However, these meetings typically happen on a quarterly basis to review the company’s performance. Emergency ‘C Level Meetings’ might also be called in response to a crisis or significant business opportunity.

Are decisions made in 'C Level Meetings' immediately executed?

While ‘C Level Meetings’ often result in high-level decision-making, the execution of these decisions generally depends on the extent and impact of the decision made. Some decisions can be implemented immediately, while others may require additional planning, approval processes, or resource allocation before they can be put into action.