Start with the 5 step checklist.
Practice planning.
Before you know it, this checklist becomes second nature designing meetings that are clearer, more focused, and far more effective.
1. Starting Point: Define the purpose
Keep it specific.
“Share updates” is not a purpose. “Decide next steps for X” is.
Finish this sentence in one clear, specific line: This meeting exists so that…
2. End Point: Define one clear goal and outcome
Decide what success looks like by the end of this meeting.
What should be different?
3. Who Needs to Be There?
List only the people essential to fulfilling the purpose. Don't fall into the trap of “The Program Team is invited to the Program Meeting.” Are you sure the right people are in the room?
4. What are we actually doing during this time?
Treat your meeting like a program with a timeline and show notes.
If you want people to think about something, give them think time.
If you want people to discuss something, come prepared with a focused prompt question.
Ask AI to help you with guide questions if you need to.
🛑 DONT open the floor for discussion without structure or prompts.
✅ DO give 5 minutes (or more) of thought into the actual flow of the meeting.
5. Close the loop.
End by asking, “Did we accomplish what we gathered to do?”
✅ This week’s challenge
Choose one upcoming meeting and rewrite its purpose in a single, sharp sentence.
Share it at the start of the meeting, and notice how quickly the conversation gets laser focused.
Try it. Let me know how it goes.
