Leadership Part 2: Meetings that end on time

Meera's club meetings used to run for an hour and end with nothing decided. Three habits fixed that: a goal, an agenda with times, and a written list of who does what.

First, do you need a meeting?

If you only need updates, ask for them in the group chat. Meet when people need to talk something through or make a decision together.

Send the goal and agenda first

Meera, now a club coordinator, needs to fix the date for this year's hackathon. The day before, she posts:

Meeting: hackathon date. Thursday, 6 pm, Room 204, 20 minutes.
Goal: pick the date and split the work. Please check your exam timetable before you come.

1. Three date options, and what clashes with each (5 min)
2. Discuss (10 min)
3. Decide, and who does what (5 min)

Everyone arrives knowing why they're there, with the information they need.

During the meeting

• Start on time, even if two people are late. If you wait, everyone learns that late is fine.
• Stick to the agenda. When talk drifts, say: "Good point. Let's park it and come back if there's time." Write parked points down so nothing gets lost.
• Bring quiet people in by name: "Kavya, you helped run last year's fest. What do you think?"
• Keep an eye on the clock: "Five minutes left. Let's decide."

End with decisions, owners and dates

Before anyone leaves, read out what was decided, who does what, and by when. Post it in the group within the hour, because people remember meetings differently:

Decided: hackathon on 14 March.
Arjun: book the hall by Monday.
Rohan: send the sponsor list by Wednesday.
Kavya: poster by Friday.

Try it

For your next group meeting, post a goal and a three-line agenda with times the day before. End by posting decisions, owners and dates in the group chat.

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Next: Leadership Part 3: Give feedback that helps