High Performing Teams

8 Must-Dos for
Effective Team Meetings

Facilitation is a skill that can make or break your team's effectiveness. These tried and true practices will help you get results.

📅 Rainmakers Advisory • ⏰ 5 min read • Team Performance

This blog kicks off our High-Performing Team Series, where we'll share the practices we've found really work when it comes to getting results. Facilitation can truly make or break how effective your team is—and the good news is, it's a skill anyone can build and get better at over time.

The 8 Must-Dos

Proven practices for running meetings that move things forward

Must-Do 1

Get Your Roster Right

Do you have the right people at the table?

Make sure you've got the right people in the room to move things forward. Identify key decision-makers, influencers, subject matter experts—even the skeptics—and ensure they're included.

Pro Tip

Keep your invite list flexible. When decisions are on the table, always have someone who can step in and help move things to resolution.

Must-Do 2

Keep It Lean

Are you inviting everyone — or just the right people?

Having the right team also means keeping the group the right size. Larger meetings are harder to manage, and it's easy for attention to drift.

Pro Tip

Keep the group small enough that everyone can stay engaged and contribute.

Must-Do 3

Don't Meet for Meeting's Sake

Does this meeting actually need to happen?

Meetings should help move things forward. If they're not, it's worth pausing and rethinking whether you need one at all—especially since meetings take time away from real work.

Pro Tip

Don't hold a meeting just because it's on the calendar. The best meetings respect people's time and have a clear purpose.

Must-Do 4

Communicate the End Game

Does everyone know why they're here and where you're headed?

Without clear communication, teams can quickly lose sight of the goal and the value of working together. As ideas evolve and understanding grows, it's essential to keep everyone connected to the end game—what you're aiming for and why it matters. When the purpose is clear, teams stay focused, aligned, and motivated to move forward together.

Pro Tip

Don't assume alignment—build it. Regularly reinforce the goal, check in with your team, and keep the "why" front and center so everyone is moving in the same direction.

Must-Do 5

Make Them Accountable

Are participants prepared to show up and contribute?

Set your team up for success by making sure everyone knows what's needed before the meeting—and comes prepared to contribute. Share materials ahead of time and give people enough space to review them thoughtfully. It also helps to assign roles and responsibilities so participants know you'll be counting on them to step up.

Pro Tip

Create a collaborative atmosphere by actively "working" the room—invite input, encourage participation, and make it easy for people to contribute.

Must-Do 6

Set the Stage

Is the environment ready for a productive session?

Take a few minutes to set up the room before people arrive. Make sure the basics are covered—clear whiteboards, working markers, enough seating, and tested tech. Then go a step further: pre-stage materials, add prompts or conversation starters, and set up visuals that get people thinking as they walk in. A well-prepared space signals focus and helps the team hit the ground running.

Pro Tip

Set participants up for success before the meeting starts—share materials in advance, and for virtual sessions, include clear connection details so everyone can join ready to go.

Must-Do 7

Facilitate — Don't Dictate!

Are you driving the meeting, or controlling it?

Far too often, project managers feel compelled to control the conversation to get results. Yet the best outcomes come when stakeholders take ownership and are self-organizing. As chair, always seek to facilitate rather than dictate.

Four Facilitation Keys

Ask probing questions and let the conversation develop
Keep discussion focused and on target
Be mindful of time — steer in alignment with the agenda
Encourage participation from those reluctant to contribute

Must-Do 8

No Surprises

Have you done the relationship work before the meeting?

If you've got nay-sayers or an important decision to obtain, do the relationship management before and after the meeting to get and keep stakeholders on board. Find out where the concerns lie, address them, and be open, candid, and sincere.

Pro Tip

When the meeting's over, recognize accomplishments and thank those who helped make it happen. Silence can be golden — but it's always good to elicit feedback.

1 / 8

If your team's going to spend time in meetings, then make sure there's a point.

Great facilitation doesn't happen by accident. It's the result of deliberate preparation, the right people, and a commitment to moving things forward.

Or Get in Touch

The 8 Must-Dos

If your team's going to spend time in meetings, then make sure there's a point.

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