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How To Run A Decision Making Meeting

To run a decision-making meeting, clearly define the matter at hand, provide all relevant information, encourage open discussion and differing viewpoints, facilitate a decision-making process, and ensure a consensus is reached amongst all participants.

A decision-making meeting is a gathering of individuals who convene to discuss and analyze various options, evaluate information, and reach a final conclusion or decision on a particular matter. The purpose of these meetings is to facilitate effective and collaborative decision-making by ensuring that all stakeholders have an opportunity to present their perspectives, provide input, and contribute to the decision-making process. The meeting may involve identifying and reviewing alternatives, assessing risks and potential outcomes, considering pros and cons, and ultimately taking into account the best interests of the organization or project.

What is the purpose of a Decision Making Meeting?

Running a decision-making meeting as a leader serves the purpose of bringing various perspectives together and facilitating the process of making effective decisions. It allows for collaboration, encourages participation, and ensures that everyone’s input is considered, ultimately leading to well-informed and consensus-driven decisions.

How To Run A Decision Making Meeting: Step-By-Step


Step 1: Problem Identification

During this crucial step, the team meticulously identifies and clearly defines the problem or decision that needs to be addressed. This ensures that all participants have a comprehensive understanding of the issue, setting a solid foundation for effective problem-solving or decision-making.

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Step 2: Agenda Setting

In order to ensure a productive meeting, it is crucial to prepare and share the agenda ahead of time. This agenda should not only highlight the decisions to be made but should also include all relevant information, enabling participants to creatively strategize and propose viable solutions.

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Step 3: Establish Decision Criteria

Criteria for making the decision are carefully formulated, establishing the necessary conditions that the decision must fulfill in order to be deemed a favorable solution. These prerequisites serve as a guide to ensure optimal outcomes.


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Step 4: Information Gathering

In this crucial step, the team diligently gathers pertinent information from experts or through market research, ensuring a well-informed decision. Thorough analysis enhances the team’s understanding and aids in making sound choices for the business.

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Step 5: Analyze Information

In this step, the gathered information is carefully examined and evaluated against the pre-established decision criteria. This can include conducting in-depth data analysis, engaging in discussions, performing studies, and conducting surveys, all aimed at making a well-informed decision.

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Step 6: Idea Generation

During the brainstorming session, the team collectively generates a multitude of ideas, ensuring a diverse array of potential solutions to choose from, fostering innovation and problem-solving.

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Step 7: Solution Evaluation

The team evaluates each solution by carefully considering various factors such as SWOT analysis, risk assessments, cost-benefit analysis, and other relevant criteria to ensure informed decision-making.

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Step 8: Decision Making

After carefully considering and analyzing all available choices, the team makes a final decision by choosing the most suitable option that closely matches the predetermined decision criteria.

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Step 9: Implementation Planning

The team collaboratively devises and structures a comprehensive roadmap incorporating task definitions, responsibility assignments, scheduling, and resource requirements, ensuring a well-organized and effective implementation of the decision.

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Step 10: Decision Communication

Communicating the decision and implementation plan to all stakeholders is crucial to promote clarity and alignment. This allows for a comprehensive understanding of the decision and ensures everyone’s active participation in its successful execution.

Questions to ask as the leader of the meeting

1. What is the purpose or goal of this decision? – This question helps to establish clarity and focus on the desired outcome.

2. What are the available options or alternatives? – By identifying different possibilities, leaders can consider the full range of potential solutions.

3. How does each option align with our values and objectives? – This helps ensure that any decision made aligns with the organization’s core values and long-term goals.

4. What are the potential risks or benefits associated with each option? – Understanding the potential risks and benefits allows leaders to make informed decisions by weighing the potential outcomes.

5. What is the impact of each option on various stakeholders? – Considering the perspectives and interests of different stakeholders helps to ensure inclusivity and minimize negative consequences.

6. What are the resource requirements for each option? – Evaluating the resources needed (such as time, money, and expertise) helps determine the feasibility and practicality of each choice.

7. What are the short-term and long-term implications of each option? – Leaders need to assess not only immediate consequences but also the long-term effects of their decision on the organization’s future.

8. Have we considered potential alternative perspectives or diverse opinions? – Encouraging open discussions and considering differing viewpoints can help ensure well-rounded decisions.

9. What are the available data or evidence to support each option? – Relying on data and evidence-based decision-making can reduce personal biases and increase the likelihood of making sound choices.

10. What is the timeline for making this decision, and how will it be communicated? – Establishing a clear timeline and communication plan ensures that decisions are made in a timely manner and effectively conveyed to relevant parties.

As a leader, preparing a decision-making meeting agenda is crucial for effective decision-making. Start by clarifying the purpose and desired outcomes of the meeting. Identify the key decisions to be made and gather relevant information in advance. Allocate sufficient time for discussion and create a structured agenda with clear discussion points. Share the agenda with participants in advance to ensure everyone comes prepared.

How To Prepare For A Decision Making Meeting
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During a decision-making meeting, it is crucial to discuss the purpose of the decision, the available alternatives, the potential risks, and the desired outcomes. Additionally, all relevant facts and data should be considered, as well as the opinions and perspectives of all stakeholders. Regular communication and clear goal setting are also important aspects of a successful decision-making meeting.

See Our Decision Making Meeting Template
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Software tools to facilitate a Decision Making Meeting

Software helps leaders streamline decision-making meetings by providing organized communication channels, centralized document collaboration, and automated agenda management. It enables real-time collaboration, empowers decision making with data analysis tools, and ensures accountability by tracking action items. With software, leaders can facilitate effective and efficient decision-making processes, leading to better outcomes for the organization.

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In conclusion, running an effective decision-making meeting is essential for the success of any business or organization. By following the steps outlined in this blog post, you can create a structured and productive meeting environment that encourages collaboration, open communication, and informed decision-making. Remember to set clear goals and objectives, involve the right participants, provide relevant information in advance, use effective facilitation techniques, and document the decisions made. With these strategies in place, your decision-making meetings will become a valuable tool for driving progress, fostering innovation, and achieving your desired outcomes.

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 decision making meeting?

A decision making meeting is a gathering of individuals where dialogue and discussions occur to reach a consensus or make key decisions related to business operations, project directions, policy changes, or organizational strategies.

Who should be involved in a decision making meeting?

The participants of a decision-making meeting usually include key stakeholders, department heads, team leaders, and any individuals whose expertise, contributions, or role within the organization is significant for the subject under discussion.

How are decisions reached in a decision making meeting?

Decisions in a meeting are made after an open discussion and consideration of different viewpoints, arguments, and data. The group may vote, or if consensus-based decision making is followed, the group would come to a mutual agreement.

What is the role of the leader in a decision making meeting?

The leader in a decision making meeting guides the discussion, helps mediate disagreements, ensures that everyone’s viewpoints are heard, and that the group stays focused. The leader is also responsible for summarising decisions and ensuring action items are assigned.

How can a decision making meeting be made more effective?

A decision making meeting can be made more effective by setting a clear agenda, inviting the right participants, ensuring all necessary data is available, fostering an open environment for everyone to voice their opinions, and documenting and communicating the decisions made efficiently.

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