Running Effective Meetings: A Guide for School Leaders

Meetings are a core part of our work as educators and consume a significant portion of our non-contact time. Yet, when we surveyed thousands of school staff across over 60 Australian schools, the results uncovered key stressors associated with both workload and communication. When diving deeper into results and speaking with staff, we’ve discovered that meetings are often a point of contention for many staff, highlighting a frustration with “time wasting”, “meetings that could have been an email”, or poorly organised or run meetings.

It’s true that time-wasting, ineffective, and/or poorly planned or organised meetings are a huge stressor for time-poor school staff. But running effective meetings is a skill that can transform this stressor into a strength. When done well, meetings can foster teamwork, boost productivity, promote clarity and support successful school management. 

This article provides a roadmap for school leaders to plan, conduct, and follow up on meetings that are time-efficient, purposeful and engaging, thereby fostering a more positive and collaborative school culture.

This article covers:

• The benefits of running effective and well-organised meetings 
• Guidelines for planning and running effective meetings
• Guidelines for following up after meetings

The Power of Effective and Well-Organised Meetings

Pete Stebbins from High Performance Teams (HPT) states that “Meetings (if done well) create a unique opportunity for us to apply our individual intelligence and idiosyncratic life experiences into a powerful and unreplaceable group intelligence to solve problems and innovate our products and services ahead of the competition.” He further punches the point that “in the future world, meetings that channel our unique individual and collective genius will be one of our only competitive advantages over artificial intelligence and the automation of our jobs.” (7)

Running effective meetings provides multiple benefits, such as:

• Clarifying goals and responsibilities
• Encouraging open communication and collaboration
• Reducing misunderstandings and unnecessary follow-ups
• Optimising workload management and saving time and resources

Even the most experienced leaders can benefit from stepping back and reflecting on how their meetings are running. As school priorities evolve, team dynamics shift and time pressures mount, the way we meet must evolve too. What worked last term may not serve this term. Revisiting and refining meeting structures, even in small ways, can lead to meaningful improvements in engagement, clarity and impact. It’s not about starting from scratch, but rather, it’s about making thoughtful adjustments that help your team show up, speak up, and move forward with purpose. 

The Effective Meeting Formula

An effective meeting formula relies on three key steps: Plan, Run, and Follow Up.

Guidelines for Planning Effective Meetings

Well-run meetings don’t just happen; they’re carefully planned. When meetings are structured with intention, they create space for clarity, collaboration and progress. Whether you’re leading a short weekly check-in or a longer strategy session, these planning guidelines will help you maximise impact while respecting everyone’s time. 

1. Meeting Foundation: Establish, display and review “Meeting Norms”

As a team, establish and agree on staff norms that promote respect, focus, and collaboration (such as arriving on time, limiting side conversations and allowing one person to speak at a time)

RECOMMENDATION: Display norms at the top of the meeting agenda and remind the team of norms at the beginning of each meeting until they become habitual.

Gently remind team members when norms are not adhered to to maintain a respectful and productive atmosphere.

2. Determine if you actually need a meeting

Not all topics, objectives and items require a meeting, and not everyone in a team or group needs to attend every meeting.

• Consider if the topic could be addressed effectively via email, a quick chat, or an instant message
• Evaluate if the planned meeting requires input from multiple team members and a more in-depth discussion Otherwise, consider individual conversations or smaller group meetings
• Only include individuals who are directly relevant to the discussion or decision-making 

3. Plan the objective and meeting agenda carefully

Ensure your meeting runs seamlessly with purpose and intention. Use these tips when planning and setting your meeting agendas.

Set appropriate meeting lengths based on the type

Not all meetings need an allocated hour. Your goal should be to move through your meeting as efficiently as possible. Regular and standing weekly meetings should be capped at approx 30 minutes. Longer meetings should be allocated for planned decision-making and strategy planning only.  Begin each meeting with the intention of finishing on time.

Meeting Type	Ideal Length
Regular Team Meeting	15-30 minutes
Decision-Making Meeting	A few hours to a full day
Brainstorming Meeting	40 minutes – 1 hour
Retrospective Meeting	30 minutes per project week
One-on-One Meeting	30 minutes – 1 hour
Strategy Meeting	60-90 minutes

Delegate meeting roles and attendees

Define each participant’s role, including the Chair and Minute-Taker. 

• The chair guides the discussion, keeps to the agenda, and manages time. 
• The moderator supports the chair to monitor dynamics, manage time and evaluate the meeting at the end, providing feedback to the group and recording this within the minutes to aid accountability and continuous improvement (7)
• The minute taker records essential points, action items, and decisions.

All roles (particularly the moderator) should be rotated between team members to balance equity in support for team management and dynamics.

CONSIDERATION: Outside of the roles, it’s essential to provide space to list who the meeting attendees are and a space to outline any absences/apologies. 

Assign specific times to each section and agenda item, and ensure your agenda items are listed in order of priority

When planning your meeting, prioritise critical topics, allowing the most time for complex discussions at the start of the meeting. This way, if time runs short, less critical points can be deferred to the “parking lot” or a follow-up meeting.

Allocate time for each topic in advance. It is the chair’s role to keep to these times.

4. Send out your agenda

Once your agenda is planned, send it in advance to ensure alignment among participants and manage their expectations. Attach any supporting documents to give attendees context and sufficient time to review them.

Invite team members to suggest agenda items, but set a deadline of at least 24 hours to avoid last-minute additions.

IMPORTANT: Distribute your agenda at least 48 hours before the meeting so everyone can prepare. If there are reading materials, allow 5 working/business days.

Guidelines for Running Effective Meetings

“Techniques like clear agendas, rotating roles, timeboxing and norm-setting help foster psychological safety and shared responsibility. These small shifts can gradually transform how people show up, engage, collaborate and contribute, building stronger collective efficacy across the team.”

Good leaders ensure that their meetings are run effectively and efficiently to ensure ample participation and involvement from everyone in attendance. Focus on the meeting and ensure both a positive and productive environment using the following tips.

1. Begin the meeting with a check-in or team member updates

Use a quick check-in to connect with participants and promote an environment of belonging. See our practical check-ins resource here. 

Aside from promoting connection and belonging, team updates may provide new or changed information that the team is not already aware of (Stebbin’s labels these as ‘exception reporting’). Here, information from updates may drive subsequent discussions as well as individual follow-up conversations and check-ins after the meeting has concluded (7).

2. Outline outstanding actions from the last meeting and review the agenda for the current meeting

Move on to review any outstanding actions from the last meeting, and then outline the agenda to ensure clarity and purpose. Revisiting previous actions reinforces accountability and keeps momentum going between meetings. This also gives team members a chance to clarify progress, flag obstacles and celebrate quick wins, setting a proactive tone for the discussion ahead. 

3. Encourage participation

An effective leader invites all voices to the discussion, ensuring everyone has a chance to contribute. This is especially important for generating ideas, setting goals and considering diverse perspectives. Balance out the “louder” voices by intentionally inviting contributions from other “quieter” meeting participants or those who haven’t spoken.

4. Manage meeting roles

Well-structured meetings rely on clear roles that help maintain focus, momentum and accountability. 

Rotate meeting roles as needed to build capability and ensure shared ownership of the meeting process. Sharing the responsibility develops leadership skills and fosters a culture of collective accountability. 

Prepare individuals for their roles by clearly outlining expectations, especially for the chair and minute taker, before the meeting. When people feel confident in their role, meetings run more smoothly and productively.

5. Record meeting notes and decisions

Assigning someone to document minutes ensures that key decisions, action items and discussion points are accurately captured. This record helps maintain momentum between meetings and reduces the risk of misunderstandings or forgotten responsibilities. Consider using tools like AI note-takers (e.g., Otter Notetaker) for accuracy and ease. 

6. End with clear action items

Summarise and assign each action item to a responsible individual, creating accountability and clarity around next steps. Ensure each task has a realistic deadline that aligns with the current workload. Following up on action items at the beginning of the next meeting strengthens follow-through and shows the team that progress is valued and tracked. 

If you’ve ever led a meeting and felt frustrated by a lack of engagement, you wouldn’t be the first. Disengagement is often less about the people and more about the meeting structure. When meetings are thoughtfully planned, facilitated with clarity and followed up with intention, participation improves. Techniques like clear agendas, rotating roles, timeboxing and norm-setting help foster psychological safety and shared responsibility. These small shifts can gradually transform how people show up, engage, collaborate and contribute, building stronger collective efficacy across the team.

Guidelines for Following Up After Meetings

Even the most productive meetings can lose momentum without clear follow-up. Timely communication, shared accountability and consistent check-ins help keep decisions on track, ensure clarity across teams and strengthen your culture of collaboration. Here’s how to close the loop effectively. 

1. Send a meeting recap

After the meeting, share a recap of key decisions, action items and a link to the minutes. Ensure the minutes are stored in a shared, accessible location so all relevant parties can easily refer back to them. This practice reinforces transparency and keeps everyone, including those who couldn’t attend, informed and aligned. 

2. Ensure clarity on meeting follow-up and communication plans

Closing the loop on meeting outcomes means acknowledging decisions and feedback, but it also requires a clear plan for how next steps will be communicated and acted upon across teams and stakeholders. A consistent, transparent communication process shows respect for everyone’s input, builds trust and encourages ongoing engagement.

Closing the feedback loop is a critical part of this process and something we discuss heavily inside the Well-Led Schools Partnership Program. It involves thoroughly reviewing feedback, identifying key themes and responding clearly to the points raised. This not only demonstrates that staff voices are valued but also helps foster a culture of continuous improvement. When feedback leads to visible action, staff are more likely to participate actively in future discussions and feel confident that their contributions are valued and matter. 

To do this effectively, consider these key elements:

• What? – Identify the core information or key messages that will be communicated to staff or stakeholders
• Who? – Clarify who is responsible for communicating this information to the staff
• How? – Decide on which communication methods will be used (e.g., Staff meeting announcement, team meeting, email, or staff bulletin)
• When? – Schedule communication thoughtfully, allowing time for staff to absorb the information and respond if needed. 

This structured approach to follow-up supports transparency and fosters a culture where feedback leads to meaningful action. 

“When feedback leads to visible action, staff are more likely to participate actively in future discussions and feel confident that their contributions are valued and matter. “

3. Review meeting processes regularly

Make an effort to regularly enhance meeting structures and processes. Work with your team to:

• Regularly seek feedback on meeting effectiveness.
• Review meeting schedules each quarter to ensure relevance.
• Adapt meetings as necessary to accommodate the needs of the team.

Conclusion

Effective meetings are a vital part of fostering collaboration, clear communication, and shared accountability within a school. By consistently applying a structured approach, “Plan, Run, and Follow Up”,  leaders can ensure that meetings are purposeful, efficient and productive. 

With clear goals, active engagement and regular follow-ups, meetings become an essential tool for advancing school priorities and reinforcing a positive, well-supported culture. Remember, regular reflection on meeting effectiveness will help keep meetings impactful and aligned with both staff wellbeing and school success.

The Well-Led Schools Partnership Program supports school leaders to embed these practices by helping teams refine their meeting culture, clarify communication pathways and strengthen collective efficacy. Through evidence-informed frameworks, practical tools and ongoing support, the program empowers leaders to transform meetings into meaningful touchpoints that drive both staff wellbeing and school-wide improvement. 

Resources and References

1. Effective meeting strategies
2. How to run effective meetings
3. Strategies to run effective meetings
4. 6 ways to run effective meetings
5. More meeting tips
6. HPT Meeting Resource
7. Blog from Pete Stebbins: Team Meetings: Harnessing The Power of Collective Genius!