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How To Run An Engagement Meeting

To run an engagement meeting, organize a clear agenda, establish a welcoming environment, encourage active participation, incorporate engaging activities, and allow for feedback and suggestions.

An Engagement Meeting is a specialized form of meeting primarily designed to involve, motivate, and encourage participation among team members or stakeholders. The main aim is to engage all the participants so that they contribute constructively, have an active role in the decision-making process and work together towards achieving common objectives. It promotes open dialogue, collaboration among the participants, and facilitates a more dynamic and interactive environment. Proactive engagement in such meetings leads to increased productivity, enhanced work relationships, and improved solutions due to robust discussion and collective inputs.

What is the purpose of a Engagement Meeting?

The purpose of running an engagement meeting as a leader is to foster open communication, collaboration, and teamwork among team members. It is a platform for sharing ideas, addressing concerns, and aligning everyone towards common goals. By actively engaging employees, leaders can boost morale, increase productivity, and establish a positive work culture.

How To Run An Engagement Meeting: Step-By-Step


Step 1: Define the Purpose and Agenda

In this phase, it’s crucial to articulate the meeting’s purpose clearly. This means identifying the objectives and constructing an agenda that outlines discussion topics. The purpose and agenda guide the meeting, enabling all participants to understand the meeting’s aim, the subjects to be addressed, and the goals intended to be accomplished.

Our platform, ZipDo, facilitates the integration of calendar appointments into a single collaborative space. This space is dedicated to constructing a joint agenda, where every team member has the opportunity to add their topics. By doing so, it guarantees more comprehensively prepared meetings, optimizing efficiency and easing the preparation and follow-up stages.

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Step 2: Invite Relevant Participants

To effectively run a meeting, it’s crucial to identify and invite all pertinent stakeholders. This usually includes those who can contribute valuable insights to the objective of the meeting, as well as those who may be directly impacted by the outcomes or decisions arrived at during the meeting’s course.

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Step 3: Prepare Background Materials

At this stage, it’s crucial to assemble and distribute all relevant materials attendees may need. This includes crucial information, data, and documents that might shed light on the issue or challenge at hand. Doing so ensures that everyone is prepared, promoting a more effective and focused discussion during the meeting.

With ZipDo, our application, the hassle of preparing for team meetings is significantly reduced. Meeting leads benefit from a central hub of information from prior meetings, streamlining the retrieval of agendas and notes. This methodical approach ensures complete topic coverage.


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Step 4: Conduct the Meeting

Facilitating meetings involves guiding the conversation to foster active engagement from all participants. As a meeting expert, it’s essential to create an open dialogue where every attendee has an opportunity to contribute their perspectives. Encouraging active participation, maintaining a clear direction, and managing time effectively ensures that the meeting remains focused and productive, allowing for a thorough exploration of issues, ideas, and solutions in a cooperative environment.

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Step 5: Encourage Active Participation

Fostering a welcoming atmosphere focused on comfort and open communication is key to a successful meeting. Engaging participants with specific, pertinent questions helps to motivate them to share their ideas. Encourage lively discussion and brainstorming, and make space for all voices – this is crucial in cultivating innovative ideas and well-rounded decisions. This approach makes everyone feel valued and heard, leading to productive meetings.

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Step 6: Summarize and Document

After concluding the discussions and decisions, make sure to concisely summarize all the main points, final verdicts, and imminent tasks. Documenting these key aspects is vital as it creates a reference for future meetings or decisions, ensuring clarity and continuity in operations.

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Step 7: Follow-Up

After the meeting, detailed follow-up emails summarizing the discussions, decisions, and next actions are essential. These emails provide a factual record and help to manage the tasks ahead. It’s also a prime opportunity to share additional resources and invite comments, allowing continuous improvement in the process and engagement.

Questions to ask as the leader of the meeting

1. How can we improve communication within the team?
Explanation: This question prompts team members to identify any barriers or issues that hinder effective communication. By addressing these concerns, the leader can create a more open and transparent environment, fostering collaboration and productivity.

2. What are your goals and aspirations within the organization?
Explanation: This question allows the leader to understand the individual motivations and aspirations of team members. By aligning these goals with the organization’s objectives, the leader can better support their professional growth and enhance engagement and job satisfaction.

3. What obstacles do you face that impede your productivity?
Explanation: This question invites team members to identify any challenges or hurdles that affect their productivity. By addressing these obstacles, the leader can provide necessary resources, support, or feedback to improve efficiency and performance.

4. What ideas do you have for process improvement?
Explanation: This question encourages team members to share their perspectives on improving existing work processes. By valuing their input and actively seeking suggestions, the leader can promote a culture of innovation and continuous improvement.

5. How do you prefer to receive feedback?
Explanation: This question aims to identify individual preferences and expectations around feedback. By understanding these preferences, the leader can deliver feedback in the most effective manner, ensuring it is constructive, meaningful, and well-received.

6. What skills or training opportunities would you like to pursue?
Explanation: This question helps the leader recognize individual development needs and desires. By facilitating relevant training or skill-building opportunities, the leader can empower team members to grow professionally and enhance their contribution to the organization.

7. How can we foster a more inclusive and diverse workplace?
Explanation: This question emphasizes the importance of diversity and inclusivity within the team. By seeking suggestions and ideas from team members, the leader can promote an environment that values and respects different perspectives, resulting in improved collaboration and innovation.

8. What recognition and rewards motivate you?
Explanation: This question enables the leader to understand what type of recognition or rewards are meaningful to individual team members. By recognizing and appreciating their efforts in a way that resonates with them, the leader can boost morale, motivation, and overall engagement.

To prepare an effective engagement-meeting agenda as a leader, start by identifying the objectives and desired outcomes. Include topics that encourage participation and collaboration. Prioritize time for open discussions and feedback. Be sure to distribute the agenda in advance, allowing participants to prepare and contribute. Stay focused on the agenda during the meeting to maximize productivity and engagement.

How To Prepare For A Engagement Meeting
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During an engagement meeting, it is important to discuss topics that are relevant to the goals, objectives, and needs of the project or initiative. These may include the scope and timeline, key deliverables, roles and responsibilities, resource allocation, potential risks and mitigation strategies, as well as communication and reporting methods. It is vital to ensure that all participants are engaged and have the opportunity to provide input and clarify any questions or concerns.

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

Software plays a crucial role in helping leaders run engaging meetings. It enables them to efficiently plan, organize, and facilitate discussions, ensuring active participation and collaboration among team members. With features like virtual whiteboards, real-time document sharing, and video conferencing, software ensures that all attendees can contribute their ideas and opinions effectively, leading to productive and engaging meetings.

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Running an engaging meeting is not just about ticking all the boxes or getting through the agenda. It’s about fostering an environment that encourages active participation, inclusion, and collaboration. To achieve this, there are specific techniques and methods which can drastically elevate the quality of your meetings: setting an agenda, staying solution-focused, using innovative technology, and creating an inclusive atmosphere. By incorporating these elements into your preparation and execution, you will find that you can conduct not just an effective and successful meeting, but one that is engaging and will stimulate active participation. Remember, a meeting isn’t about talking at your team, it’s about nurturing a conversation with them. The engagement and energy of your meetings are a reflection of your leadership abilities. With time, practice, and patience, anyone can master the art of running an engaging meeting. It’s way more than just a directive communication, it’s a vital part of building a successful, collaborative, and engaged team.

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 the purpose of an Engagement Meeting?

The purpose of an engagement meeting is to discuss the planned partnership or project. This can include laying out goals, timelines, individual responsibilities, and expectations. It can also serve as a platform to address any concerns or queries.

Who attends Engagement Meetings?

Generally, key personnel from both parties like project heads, team leaders, or even top management may attend engagement meetings. Other stakeholders relevant to the project or agreement may also be present.

How long does an Engagement Meeting usually last?

The duration of an engagement meeting varies based on the complexity of the agreement and the number of issues to be discussed. However, most engagement meetings last between 1 to 3 hours.

Should an agenda be prepared before the Engagement Meeting?

Yes, it is highly recommended to prepare an agenda before the engagement meeting. This ensures that all relevant topics are discussed, and the meeting proceeds in an organized manner.

What are the expected outcomes of Engagement Meetings?

The expected outcomes of engagement meetings include a clear understanding of the project or partnership, assignment of roles and responsibilities, established timelines, and a plan of action. This meeting can also clarify any doubts or concerns from any party.

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