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How To Run A Creative Meeting

To run a creative meeting, establish a clear purpose, encourage open communication and brainstorming, ensure everyone’s involvement, manage the flow effectively, and follow up with a summary of results.

A creative meeting is a dedicated session where individuals or teams come together to brainstorm, ideate, and generate innovative and original ideas. The goal of a creative meeting is to encourage collaboration, spark creativity, and generate unique solutions to a problem or challenge. These meetings often involve activities such as brainstorming, mind mapping, group discussions, and creative exercises to promote thinking outside the box. The focus is on fostering a supportive and open environment where participants can freely express their ideas and explore new possibilities.

What is the purpose of a Creative Meeting?

The purpose of running a creative meeting as a leader is to stimulate innovation and problem-solving within the team. By providing a collaborative and open environment, the leader encourages the generation of new ideas, fosters effective communication, and ensures that everyone’s perspectives are heard and considered. Ultimately, the goal is to achieve fresh insights, creative solutions, and actionable plans.

How To Run A Creative Meeting: Step-By-Step


Step 1: Setting the Agenda

Determining the purpose or objective of the meeting is essential as it not only sets the expectations but also aids participants in effectively preparing beforehand. A clear understanding of the meeting’s purpose ensures focused discussions and meaningful outcomes.

With ZipDo, our innovative app, you can automatically import meetings from your calendar into a collaborative workspace tailored for each event. This enables the creation of a communal agenda by your team, where contributions from all members are welcomed. The result is a significant improvement in meeting preparation, efficiency, and simplification of the pre and post-meeting process.

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Step 2: Choosing the Participants

When determining the participants for a meeting, consider the individuals with the necessary knowledge, skills, and resources essential for accomplishing the meeting’s agenda. Their involvement will ensure effective decision-making and successful outcomes.

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Step 3: Scheduling the Meeting

When scheduling a meeting, it is important to find a time and date that works for everyone involved. This includes taking into account any participants residing in different time zones to ensure convenient and efficient communication.


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Step 4: Deciding the Format

When deciding on the format of a meeting, it is important to consider practicality and effectiveness. Assess factors such as location, travel requirements, technology capabilities, and the nature of the meeting to determine whether an in-person, virtual, or hybrid approach would be most suitable.

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Step 5: Objective Communication

To ensure effective communication and engagement, it is crucial to clearly outline the goals, agenda, format, and expectations of the meeting to all participants well in advance.

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Step 6: Preparation

Before the meeting, gather all essential materials and equipment and make sure everything is in working order. Additionally, have any necessary preparatory discussions and ensure that all technical components are functioning flawlessly.

ZipDo, our application, automates the import of calendar meetings, establishing a collaborative workspace for each one. Here, team members can post notes, streamlining both preparation and follow-up processes. This feature fosters improved accountability within the team.

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Step 7: Facilitating Discussions

It is important to treat all participants equally in a meeting, ensuring their ideas are acknowledged and maintaining a focused discussion on the agenda.

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Step 8: Encouraging Creativity

Utilize tools such as brainstorming, mind-mapping, or SWOT analysis to actively involve participants and stimulate their creativity, ultimately fostering innovative ideas and approaches.

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Step 9: Making Decisions

After the discussions, it is important to facilitate a collaborative and inclusive decision-making process where all inputs and suggestions are considered, ensuring coherence with the meeting’s overall objective and enabling an effective outcome.

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Step 10: Documenting the Meeting

Thoroughly document meeting details by taking diligent notes or recording the proceedings (with attendees’ approval) to ensure accurate and verifiable records of discussions, decisions, and action items are preserved.

Questions to ask as the leader of the meeting

1. What is the objective or goal of this project?
Explanation: Establishing the objective helps the team focus its creative energy and ensure that all ideas generated are aligned with the desired outcome.

2. Who is our target audience and what do they value?
Explanation: Understanding the target audience is crucial for creating effective and resonant content. This question helps prioritize ideas that are relevant and captivating for the intended audience.

3. What are the key challenges or obstacles we may face?
Explanation: By identifying potential challenges, the team can proactively brainstorm solutions and avoid roadblocks, saving time and resources during the execution phase.

4. What are some unconventional approaches we could take?
Explanation: Encouraging unconventional thinking opens up possibilities beyond traditional solutions. This question helps spark innovative ideas that can differentiate the project and capture attention.

5. How can we incorporate diversity and inclusivity into our creative concept?
Explanation: Fostering diversity and inclusivity in a project can lead to richer and more authentic ideas that resonate with a wider audience. This question helps ensure the project aligns with ethical and inclusive values.

6. What are the potential risks or drawbacks of our ideas?
Explanation: Considering potential risks or drawbacks helps the team anticipate and address potential issues early on, leading to stronger and more viable concepts.

7. How can we leverage technology or emerging trends in our creative process?
Explanation: Embracing technology and trends can enhance the impact and relevance of the project. This question prompts the team to explore innovative tools or techniques that can add value.

8. How can we measure the success of our creative concept?
Explanation: Defining measurable criteria for success ensures that the project’s effectiveness can be evaluated objectively. This question aids in setting clear goals and tracking progress.

9. Are there any budget or resource constraints we need to consider?
Explanation: Being aware of any limitations or constraints allows the team to brainstorm ideas that are feasible and practical within the available resources and budget.

10. How can we ensure effective collaboration and communication throughout the project?
Explanation: Creating a collaborative and communicative environment is vital to a successful creative project. This question prompts the team to consider strategies for fostering effective teamwork and efficient communication.

As a leader, preparing a creative meeting agenda involves setting clear goals, brainstorming potential ideas, allocating time for discussion and collaboration, and encouraging participation from team members. By ensuring an inclusive and structured agenda, leaders can foster a creative environment that allows for innovation and problem-solving.

How To Prepare For A Creative Meeting
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In a creative meeting, topics such as new campaign ideas, innovative marketing strategies, creative content development, branding initiatives, visual design concepts, and collaborative brainstorming sessions should be discussed. This meeting serves as a platform for teams to share and explore unique ideas, problem-solve, and drive creative innovation.

See Our Creative Meeting Template
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Software tools to facilitate a Creative Meeting

Software tools play a crucial role in helping leaders run successful creative meetings. With features like brainstorming templates, interactive whiteboards, and collaboration spaces, these tools facilitate idea generation, organization, and efficient decision-making. They enable seamless collaboration between teams, ensuring all ideas are captured, evaluated, and transformed into actionable plans, ultimately fostering a culture of innovation within the organization.

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In order to run a successful creative meeting, it is essential to create an environment that fosters collaboration, encourages participation, and embraces innovation. By implementing the key strategies outlined in this blog post, such as setting clear objectives, facilitating open discussions, and incorporating diverse perspectives, you can maximize the creative potential of your team and generate fresh ideas that propel your business forward. Remember, creativity thrives in an atmosphere of trust and support, so make sure to cultivate a safe space for risk-taking and experimentation. With effective planning, facilitation, and follow-up, you can transform your meetings into powerful engines of creativity and productivity. So go ahead, and start running more inspiring and impactful creative meetings today!

Jannik Lindner

I'm Jannik and I write on MeetingFever about the experiences from my career as a founder and team lead.

If you have any questions, please contact me via LinkedIn.

Popular Questions

What is a creative meeting?

A creative meeting is a gathering of individuals or teams structured to generate new ideas, find innovative solutions or formulate plans in a collaborative way. It often involves brainstorming, discussion, and conceptualizing ideas or projects.

What are some common components or components of a successful creative meeting?

The components of a successful creative meeting may include clear objectives, an open-minded atmosphere for idea-sharing, engaging and participative leadership, diversity of participants for varied perspectives, and time for exploration and incubation of ideas. The format or method may include brainstorming sessions, group discussions, workshops, or innovative activities.

How can I ensure productive results from a creative meeting?

To ensure productive results from a creative meeting, preparations should include clearly defining the purpose, ensuring all participants are aware of it, facilitating an environment conducive to idea sharing, and keeping a record of all ideas. Follow-up steps should also be confirmed during the meeting, such as assigning tasks based on the discussed ideas and scheduling follow-up meetings to evaluate implementation progress.

Can the creative meeting be held virtually?

Absolutely, creative meetings can certainly be held virtually. In fact, online platforms often provide unique tools that can facilitate activity during creative meetings, such as virtual whiteboards or brainstorming tools. It’s important that the software used supports idea sharing and collaboration to be effective.

What's the recommended number of participants in a creative meeting?

There isn’t a hard and fast rule about the number of participants, as it could vary from a small team of 4-6 people to larger groups depending on the meeting’s purpose and scale of projects discussed. However, ensuring that every participant gets an opportunity to contribute is crucial, which often becomes challenging with larger groups. Small to medium sized groups are often optimal for detailed discussion and interactive sessions.

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