In this post we will tackle a very common topic – how to make meetings more engaging.

A few weeks ago, I had the pleasure of running one of my  favourite training workshops on mastering facilitation skills. 

During these sessions, I always ask two key questions:

1. Have you attended a meeting where less than half the participants engaged?

2. Have you ever been invited to a meeting with no clear agenda or purpose?

The answer is almost always a resounding yes. It’s disheartening, but not surprising when you consider that Atlassian’s 2021 “Workplace Woes” survey, which involved 5,000 knowledge workers across four continents, found that 72% of meetings are ineffective.

So how can you make meetings more engaging? One of the best ways is to invest the time to train team members on how to effectively plan and facilitate meetings. In our hybrid working world facilitation skills are more crucial than ever! 

There are lots of ways to make your meetings more engaging, but if I had to give my  top five tips that don’t require advanced facilitation skills, they’d be:

#1 – Design Your Meeting for Inclusivity and Participation
Everyone has their own approach to collaboration. Some people thrive on spontaneous brainstorming sessions, while others like myself need a bit of time to think before speaking. Simple techniques, such as using the 1-2-4-All method from Liberating Structures or silent brainstorming with sticky notes, can ensure everyone’s voice is heard. These practices aren’t complex and can shift your meetings from chaotic group discussions to productive, inclusive conversations, boosting meeting participation in the process.

#2 – Share the Purpose and Agenda Ahead of Time
It seems obvious, but you’d be surprised by how many meeting invitations go out with no context at all! Providing attendees with the purpose and an agenda in advance helps everyone come prepared, particularly those who need time to reflect. This small step makes a big difference in engaging all types of thinkers and boosting meeting participation.

#3 – Establish Meeting Norms
If you’re working with the same team regularly or planning a longer session, setting meeting norms, essentially a social contract, can align everyone’s expectations. Each person brings their own assumptions about how meetings should run, but these aren’t always communicated. Taking the time to agree on behaviours and expectations at the start can be a proactive way to ensure effective meetings and boost meeting participation.

You can see an example of some meetings norms in the photo above.

#4 – Use Interactive Tools and Techniques
Many meetings fall flat because they rely too heavily on passive discussion. Incorporating interactive tools like live polling, digital whiteboards (such as Miro or Mural), or even quick breakout discussions can add energy and engagement. Rotating facilitation roles within the team can also keep things fresh and encourage participation.

#5 – Create Space for Reflection and Action
A meeting that ends without clear next steps often feels like a waste of time. Closing with a structured reflection such as a quick round of “What worked? What could be better?” can provide immediate feedback for improvement. Assigning clear actions and owners ensures that meetings lead to real outcomes and don’t feel like just another calendar filler.

Also give people the option of following up with further ideas after the meeting. Some people come up with their best ideas after they’ve had some time to reflect on things.

By applying these five techniques, you’ll not only learn how to make meetings more engaging but also improve collaboration, decision-making, and team effectiveness.

If you’d like to learn more about making your meetings more engaging and improving your facilitation skills please get in touch and ask about our facilitation training