Leading Meetings & Conference Calls

A comprehensive guide to conducting effective and productive meetings

Introduction

Effective meeting leadership is a critical skill for any professional. Whether you’re leading a small team huddle or a large conference call with stakeholders across multiple time zones, your ability to guide conversations, maintain focus, and drive outcomes can make the difference between a productive session and wasted time.

This guide will walk you through the essential principles, strategies, and best practices for leading meetings that engage participants and achieve meaningful results.

Before the Meeting: Preparation is Key

1. Define Clear Objectives

Every meeting should have a clear purpose. Ask yourself: What do we need to accomplish? Is this meeting necessary, or could the information be shared via email? A well-defined objective keeps everyone focused and ensures the meeting has value.

2. Create and Distribute an Agenda

An agenda is your roadmap for the meeting. It should include:

• Meeting objectives and desired outcomes
• Topics to be covered with time allocations
• Pre-reading materials or preparation requirements
• Names of presenters or discussion leaders for each topic

Send the agenda at least 24 hours before the meeting so participants can prepare appropriately.

3. Invite the Right People

Only invite people who need to be there. Consider who can contribute to the discussion, who needs the information, and who has decision-making authority. Over-inviting leads to inefficiency and disengagement.

4. Test Your Technology

For conference calls and virtual meetings, test your equipment beforehand. Check your internet connection, audio quality, camera, and screen-sharing capabilities. Have a backup plan if technology fails.

During the Meeting: Execution Excellence

1. Start on Time and Set the Tone

Begin promptly to respect everyone’s time. Open with a brief welcome, restate the meeting’s purpose, and review the agenda. This sets clear expectations and demonstrates professionalism.

2. Establish Ground Rules

For recurring meetings or new teams, establish norms such as:

• Mute when not speaking (for conference calls)
• Use the “raise hand” feature for questions
• Stay on topic and respect time limits
• One person speaks at a time
• All ideas are welcome without judgment

3. Facilitate Actively

As the meeting leader, your role is to guide the discussion, not dominate it. Key facilitation techniques include:

• Ask open-ended questions: Encourage deeper discussion with questions like “What alternatives have we considered?” or “How would this impact our customers?”
• Manage participants: Draw out quiet members (“Jordan, what’s your perspective on this?”) and tactfully redirect those who monopolize the conversation.
• Keep time: Monitor the clock and keep discussions on track. If a topic needs more time, acknowledge it and suggest scheduling a follow-up.
• Synthesize and summarize: Periodically recap key points and decisions to ensure alignment.

4. Handle Conflicts Constructively

Disagreements can be productive if managed well. When conflicts arise:

• Acknowledge different perspectives without taking sides
• Focus on issues, not personalities
• Look for common ground and shared goals
• If resolution isn’t possible immediately, “park” the issue and commit to addressing it later

5. Document Decisions and Action Items

Designate someone to take notes, or do it yourself. Capture:

• Key decisions made
• Action items with assigned owners
• Deadlines for deliverables
• Follow-up meetings or check-ins needed

6. End with Clarity

In the final 5 minutes:

• Summarize what was accomplished
• Review action items and ownership
• Confirm next steps
• Thank participants for their time and contributions
• End on time (or early!)

After the Meeting: Follow Through

1. Distribute Meeting Notes Promptly

Send a summary within 24 hours including decisions made, action items with owners and due dates, and any relevant attachments or resources. This creates accountability and keeps everyone aligned.

2. Follow Up on Commitments

Check in on action items as deadlines approach. Your follow-through reinforces accountability and demonstrates that the meeting had purpose.

3. Solicit Feedback

Periodically ask participants for feedback on how meetings could be improved. This shows you value their time and are committed to continuous improvement.

Special Considerations for Conference Calls

Managing Virtual Dynamics

Conference calls and video meetings require additional attention:

• Do introductions: Have participants introduce themselves if everyone isn’t familiar with each other
• Be mindful of silence: Virtual silence feels longer. If you ask a question, pause adequately for responses
• Engage remote participants: Actively call on people joining remotely to ensure they’re included
• Use visual aids: Share your screen when presenting data or documents to maintain engagement
• Watch for technical issues: Be alert to participants having connectivity problems and be ready to adapt
• Record when appropriate: With permission, record important meetings for those who couldn’t attend

Common Meeting Mistakes to Avoid

• Starting late or running over: Respect everyone’s time
• No clear agenda: Meetings without structure tend to meander
• Allowing distractions: Set expectations about phones, laptops, and multitasking
• Letting one person dominate: Ensure balanced participation
• Failing to make decisions: Don’t confuse discussion with progress
• Not following up: Meetings without accountability are forgotten quickly

Conclusion

Leading effective meetings is a skill that improves with practice and intention. By preparing thoroughly, facilitating actively, and following through consistently, you can transform meetings from time-wasters into powerful tools for collaboration and decision-making.

Remember: the best meetings are the ones that didn’t need to happen because the work was done through other means. But when you do gather people together, make it count.