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How To Run A Manager Meeting

To run a manager meeting effectively, set a clear agenda, encourage open communication, ensure all relevant information has been disseminated, make important decisions collaboratively, and follow-up on actions from the meeting.

A manager meeting is a scheduled gathering of individuals in a leadership position within an organization to discuss and coordinate important matters related to the operations, goals, and performance of the business. These meetings provide an opportunity for managers to share updates, exchange information, collaborate, problem-solve, make decisions, and align their efforts in order to effectively manage and guide the organization towards its objectives. Manager meetings typically involve discussions on strategy, budgeting, project updates, employee performance, market trends, and any other key areas that impact the overall success of the business.

What is the purpose of a Manager Meeting?

The purpose of running a manager-meeting as a leader is to effectively communicate important information, address challenges, set goals, and align the team’s efforts with company objectives. It provides an opportunity to share updates, foster collaboration and teamwork, make informed decisions, and motivate managers towards achieving overarching organizational success.

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


Step 1: Pre-Meeting Planning

In this initial step of meeting planning, it is essential to clearly outline the objectives of the meeting, determine the key individuals who need to be involved, and establish the most suitable scheduling and location options for seamless collaboration and effective decision-making.

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Step 2: Agenda Preparation

In addition, the agenda should be shared with all participants prior to the meeting so they have time to prepare and gather any necessary information. This will help facilitate productive discussions and maximize the effectiveness of the meeting.

ZipDo, our app, integrates seamlessly with your calendar to consolidate all appointments into a unified collaborative platform. In this space, teams can co-create a shared agenda, allowing every member to contribute their topics. This feature enhances team preparedness and streamlines both meeting preparation and follow-up, leading to more productive meetings.

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Step 3: Invitations

Sending out invites to participants is an essential step in ensuring effective communication. Including the agenda, date, time, and location in the invitations keeps everyone informed and helps create a productive meeting atmosphere.


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Step 4: Preparation of Materials

Gathering any necessary documents or materials ahead of the meeting is essential for effective communication and discussion. This includes reports, presentations, proposals, or any other relevant materials that will be used or discussed during the meeting.

ZipDo, our creation, makes team meeting preparations effortless by providing a centralized location for all information from previous meetings. Meeting leads can easily access this data, including agendas and notes, ensuring a well-prepared and comprehensive meeting agenda.

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Step 5: Pre-Meeting Setup

In addition, it is crucial to check that all necessary materials, such as presentation slides or handouts, are prepared and readily available. The goal is to create a conducive and efficient environment for a productive meeting.

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Step 6: Kick-off

Summarizing the purpose and objectives of the meeting at the start is vital as it sets the tone, providing clarity, direction, and focus to ensure productive discussions and successful outcomes.

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Step 7: Facilitating Discussion

As a manager, your crucial role in meetings is to steer the conversation based on the agenda, foster active engagement from all participants, and maintain a seamless flow throughout the session.

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Step 8: Problem Solving

In this step, it is crucial to proactively tackle any problems or conflicts that arise, demonstrating professionalism by identifying potential solutions or compromises.

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Step 9: Action Plan

After thoroughly addressing all agenda items, make concrete decisions regarding the next course of action and allocate specific tasks to individuals or teams, ensuring they are aware of clear deadlines.

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Step 10: Closing the Meeting

Conclude the meeting with a concise recap of decisions made, upcoming actions, while expressing gratitude for everyone’s valuable input and involvement.

Questions to ask as the leader of the meeting

1. What are the key goals and objectives for our team/department for this quarter? – This question helps clarify the priorities and ensures that everyone is aligned.

2. How are we tracking against our targets and what adjustments do we need to make? – It encourages a discussion on performance, enabling the leader to identify challenges and make informed decisions.

3. Are there any obstacles or bottlenecks hindering productivity? – This question uncovers any barriers and allows the leader to address them proactively.

4. What resources or support do you need to achieve your goals? – It helps the leader understand the team’s needs and ensures they have the necessary resources for success.

5. How can we improve communication and collaboration within the team? – This question promotes transparency and encourages suggestions for enhancing teamwork and efficiency.

6. Are there any new market trends or emerging opportunities that we should be aware of? – It prompts the team to share valuable market intelligence and ensures the organization stays proactive and competitive.

7. What progress have we made towards our long-term strategic initiatives? – It allows the leader to assess the team’s contributions towards broader organizational goals.

8. Have there been any notable achievements or successes that should be recognized? – This question acknowledges and celebrates individual or team accomplishments, fostering motivation and a positive work environment.

9. What professional development opportunities can we explore to enhance our skills? – It encourages a growth mindset within the team, supporting continuous improvement and personal development.

10. Is there anything else you would like to discuss or share? – This open-ended question encourages open dialogue, allowing team members to contribute their thoughts, concerns, or ideas.

By asking these questions, leaders can promote effective communication, gather valuable insights, and empower employees to play an active role in shaping the team’s success.

As a leader preparing for a manager meeting, it is crucial to have a well-structured agenda. Start by identifying the key topics and objectives to be discussed. Prioritize important issues and allocate sufficient time to each item. Include any necessary materials or presentations. Sharing the agenda with participants in advance fosters preparedness and effective collaboration during the meeting.

How To Prepare For A Manager Meeting
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During a manager meeting, it is important to discuss strategic planning, performance evaluation, team collaboration, employee development, operational challenges, and financial updates. These topics ensure effective decision-making, efficient goal-setting, enhanced communication, and overall progress in the organization.

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

Software enhances efficiency and organization in manager meetings by providing tools for agenda creation, task assignment, and document sharing. It allows leaders to easily track progress, schedule future meetings, and store important information in a centralized location. With software, leaders can streamline communication, facilitate collaboration, and ensure effective decision-making among managers.

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In conclusion, running an effective manager meeting is crucial for the success of any business. By following the tips and strategies outlined in this post, managers can ensure that their meetings are productive, engaging, and focused on driving results. It is essential to set clear objectives, provide relevant and timely information, promote open communication, encourage participation, and establish accountability. Remember, a well-run manager meeting not only strengthens team relationships but also leads to better decision-making, improved performance, and ultimately, business growth. Take the time to plan and prepare for each meeting, and watch the positive impact it has on your team and organization.

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 a Manager Meeting?

The purpose of a Manager Meeting is to discuss team performance, department or company updates, review strategies, resolve issues, and set goals or objectives.

What is the best way to prepare for a Manager Meeting?

The best way to prepare for a Manager Meeting includes setting a clear agenda, documenting any pressing issues or topics to discuss, and reviewing any relevant data or documents related to the meeting’s agenda so you can contribute to the discussion effectively.

How often should a Manager Meeting take place?

The frequency of Manager Meetings can vary and will depend on the nature of the work, however, weekly or bi-weekly meetings are common to keep communication open and address issues promptly.

Is it necessary for all managers to attend every Manager Meeting?

While it may be beneficial for all managers to attend every meeting, it’s not always necessary. The attendees should be those who are relevant to the meeting’s agenda.

How can we best use the time during a Manager Meeting?

To best utilize the time during a Manager Meeting, it’s advised to stick to the set agenda, start and end the meeting on time, allocate time for questions and open discussion, and avoid any unnecessary distractions. Allowing for concise and focused discussions is critical for productive meetings.

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