Home / Best practices for running a meeting

Best practices for running a meeting

Updated: October 22, 2026

Know why you are meeting

• Write the purpose in one sentence. If you cannot, you may not need a meeting.
• Decide the outcome you want: a decision, a plan, an introduction, or a shared update.
• Invite only the people who need to take part. Everyone else can get the notes afterwards.

Send an agenda ahead of time

• Share it at least a day before, with the time for each item.
• Put the most important topic first, while people are fresh.
• Ask attendees to add items before the meeting, not during it.

Give people roles

• A host who opens, keeps time and closes.
• A note taker who records decisions and action items.
• A timekeeper, if the host is also presenting. Rotate roles so the same person does not do all the work.

Start and end on time

• Begin when you said you would. Waiting for latecomers teaches everyone to arrive late.
• Open with a short welcome and a restatement of the purpose.
• End a few minutes early when you can. Close with a recap of decisions and who does what by when.

Make room for every voice

• Go round the room for introductions, especially when guests are present.
• Invite quieter members by name with an easy question, and thank people who share.
• Park side topics in a visible list so they are not lost and do not take over.

Networking groups: build in connection

• Give each member a short, timed slot (60 seconds) to say who they are and what they are looking for.
• Ask one question each week that members can answer easily, such as a referral they would like.
• Greet guests at the door, introduce them to two members, and follow up the same week.

Online and hybrid meetings

• Test your link, audio and camera before people join.
• Ask remote attendees first, as they are the easiest to forget.
• Use the chat for links and questions, and have someone watch it.

Take a group picture

• Take one at the end of each meeting, with everyone's agreement.
• Tribes on a paid plan can post group pictures on their listing. Add a caption with the date and what you did.
• Never post a picture of someone who asked not to appear.

Follow up within a day

• Send the notes with decisions, action items, owners and due dates.
• Remind people of the next meeting date and what to bring.
• Check in on action items before the next meeting, not at it.

Review and improve

• Ask two questions now and then: what was useful, and what should we change?
• Drop recurring meetings that no longer have a purpose.
• Track attendance and referrals if you can, so you can see what works.

Run a tribe? See the plans that let you add a logo, group pictures and upcoming events to your listing.