Leadership Meeting: Agenda and Guide to Running an Effective Leadership Meeting

As you’ve probably already know, there are many types of business meetings that may involve managers, team members, stakeholders, potential investors, clients, team leaders, etc. One of the most important types of meetings is, however, the leadership meeting. Why are those meetings so important? How to run leadership meetings efficiently? The following article will answer these questions and bring useful topics, tips, tricks and agenda for your next leadership meeting. 

What is a Leadership Meeting?

A leadership meeting is a gathering of top officials of a company or organization with the purpose of examining ways to improve performance and discuss opportunities to drive the business towards its objectives. 

Leadership meetings are conducted to make important decisions and make sure that the organization’s operations are aligned with its main target and goals. In addition to going over key issues, these meetings serve as a platform where strategies are crafted for effective fulfillment of goals, such as improved employee productivity

Ultimately, a productive leadership meeting can be a great contributor to the success of any business or organization. A gathering of leaders means exchanging excellent ideas and strategies. Leaders and managers should attend and leave these meetings energized, inspired and full of great ideas. 

 

A leadership meeting between managers

Why are Leadership Meetings Important?

Team leaders are the backbone of any successful company or organization. Leaders who are aligned on company goals and who are able to build high-performing teams are an extremely valuable asset. They set the tone and focus for the entire organization and serve as an example of how to follow established company culture and mission. 

Idealistically, businesses want their management team to work like a well-oiled machine. However, this can sometimes be very difficult to achieve as each leader has different priorities based on the role, department and team they’re in charge of. For instance, the concerns of a senior team lead developer and a HR Director are totally different. Moreover, leaders often travel and are in charge of administrative tasks that take them away from the normal day-to-day responsibilities. Taking all that into consideration, we can definitely conclude that getting everyone together for an efficient team meeting with the leader can turn into quite the challenge. There are ways to overcome those obstacles so don’t you worry!

The main thing you have to remember is that as a leader you have to be consistent and establish a good flow of communication with your team. Communication time might often be limited, depending on your responsibilities or role as a team leader or manager. Therefore, you must know how to make the most out of every leadership meeting. You have to learn how to run an efficient and effective team meeting and be consistent. 

 

The goals of leadership meetings is to:

 

  • Make decisions
  • Solve issues
  • Align tasks, responsibilities and day-to-day operations
  • Build rapport as leadership unit
  • Establish and strengthen relationships with fellow leaders 
  • Stimulate, support and inspire 

 

None of the above leadership meeting objectives would be possible if the team leaders in your company don’t talk to each other and refuse to attend leadership meetings. Moreover, things can also backfire if there are poorly-prepared and poorly-conducted leadership meetings. They turn into a total waste of time and result in nothing but poor decisions, unresolved issues, missed opportunities and demotivated leaders. 

That’s why it’s important to know how to run highly-productive leadership meetings as they will ensure everyone will work together towards achieving common goals. 

 

a sign that says teamwork

 

How to Prepare for an Efficient Leadership Meeting?

When it comes to meetings, you have to be prepared. Same is true when we talk about leadership meetings. You can never come too prepared. Here are our tips for preparing for an effective leadership meeting:

 

  1. Have an agenda. A business meeting agenda is a must to ensure your leadership meeting will stay on track, start and end on time and cover all the necessary topics. Of course, you have to keep in mind that developing an agenda doesn’t mean listing things to talk about. It explains why each agenda item should be discussed. Add notes or any documents to your agenda so all meeting participants can be aware of them before the meeting.

  2. Send the agenda in advance. Once you’re done with your meeting agenda, send it to the other participants at least a day before the meeting. The goal of doing this is to see whether you’ve missed something or if there’s an issue someone else wants to talk about and add it to the agenda. Also, by sending the agenda in advance, you are giving everyone a chance to prepare in advance for the leadership meeting.

  3. Make sure the goal of each leadership meeting agenda item is determined. Make it clear to everyone whether each agenda item should reach a final decision or just open for discussion. 

 

How to Run an Effective Leadership Meeting

 

  1. What’s the purpose of the meeting? The purpose should be clear to the organizers, coordinators and participants. If you want to have a successful leadership meeting, you have to be aware of its goals. Each leadership meeting should have defined objectives which should be known in advance by the attendees. When preparing an agenda, don’t include any daily operational issues or subjects as they can be addressed during team meetings. A leadership meeting agenda should include strategic matters.

  2. Preparation is key. Make sure all the participants are well-prepared to attend the meeting. Leadership meetings are about decision-making and creating business strategies. Participants should come armed with suggestions, ideas and be ready to participate in a fruitful discussion that will produce results. Make sure, as a meeting organizer and runner, to note that before the meeting. If people are reading reports on the day of the meeting itself, it will all be one colossal waste of time.

  3. Meeting agenda is a must. A leadership meeting needs a structure and that’s when the agenda comes in handy. A well-prepared agenda will guide everyone on which topics to discuss and how long each member has to talk about a specific topic. After going through each agenda item, summarize any issues or areas of opportunity that were identified during the discussion. Confirm the next steps the group has decided to take as well.

  4. Contributions should be acknowledged. Establish a healthy environment for sharing experiences and expressing ideas by reflecting on the different backgrounds, skills and expertise of the team leaders. This can contribute to creating innovative ideas and enrich the brainstorming process.

  5. Take notes during the meeting. Use meeting minutes to conduct effective leadership minutes. Have a designated minutes of meeting taker so that you can focus on running the meeting in the best possible way.  Make sure that any leadership meeting will end by capturing any decisions and assigning the right action items to the appropriate people.

  6. Respect everyone’s time. Start your meetings on time and end on time. This is especially valid when it comes to scheduling global meetings when the team leaders are in a different country or on a business trip. Leaders are incredibly busy. Therefore, when organizing a leadership meeting, be respectful of everyone’s schedule.

  7. Always be positive and keep a positive attitude. If you want your leadership meetings to have positive outcomes and results, you must always approach them with a positive state of mind. Even if there’s a serious issue that you have to address, have an open discussion, work together to solve it and don’t be all negative about it. Don’’t bad mouth or make fun of other employees or an unfavourable company situation.

  8. Eliminate possible distractions. As a team leader and leadership meeting organizer, you should focus on the meeting and the other team leaders, rather than checking your social media accounts or answering calls or emails. Make sure the rest of the meeting attendees are well aware of that rule – no electronic devices during the meeting.

Leader pawn
What to Discuss During a Leadership Meeting?

Here we have several topics and ideas that you might want to consider for your next leadership team meeting:

  1. Problems and challenges that should be overcomed. You have a room (or a conference call) with leaders and managers from various teams and departments. This is a great way to identify issues and roadblocks to success. Brainstorm and work together to come up with solutions. For instance, a good topic to discuss would be how to manage team remotely in times when working from home is the new norm.

  2. Talk about something other than work. As leaders, you are all very busy people which means that you rarely get the opportunity to get to know each other on a personal level. Dedicate the first 5-10 minutes to talk about recent news, hobbies, etc. This allows your leadership team to build deeper connections, leading to better communication and quality work. Also, it sets a positive tone for the rest of the leadership team meeting.

  3. Track progress. The goal of having a leadership team meeting is to track progress, metrics and results of various activities, initiatives and projects. Identify each department and go through what they’ve done in the past week or month. Were the goals met? Is there anything that’s stopping that department from fulfilling objectives? Review key metrics and see if each team or department is contributing to the organizational goals as a whole. 

  4. Celebrate good news and wins. Leadership meetings shouldn’t be all about discussing problems and stressing over issues. Ask each leader to share one “win” from their team or department that happened recently. This is a great way to find out what exciting things are going on in other departments or areas of the organization. It also wraps up the meeting in a positive way which boosts team morale. 

Leadership Meeting

Leadership Meeting Agenda Examples

Here are two leadership meeting agenda examples for your next meeting. One is for a quick daily meeting, while the other is more suitable for a weekly or bi-weekly leadership meeting. Keep in mind that those are just sample outlines that are perfectly suitable for a starting point. Customize the agendas based on the style, duration and any other factors specific to your company and organization.

Quick Leadership Meeting

Duration: 15-20 minutes

Purpose: A quick, usually stand-up meeting designed to keep the leadership team in sync.

Sample Leadership Meeting Agenda:

 

  • What was done yesterday?
  • What is the plan for today?
  • Are there any issues preventing the team from completing tasks?
  • Any new information that might be beneficial to share to the rest of the group.

 


 

Weekly or Bi-Weekly Leadership Meeting

Duration: 60-90 minutes 

Purpose: The goal of the weekly or bi-weekly leadership meeting is to review what happened during the last week(s), discuss any problems or challenges and start planning for the upcoming week(s). Focus on productivity, reviewing metrics and high-importance tasks to see where the teams stand in terms of completing company objectives. 


Sample Leadership Meeting Agenda:

  • Introductory Remarks
  • Review of Numbers and Metrics
  • Review of Goals
  • Identify Top Challenges
  • Brainstorming Session: How to Deal with the Problems?
  • Voting / Agreeing on a Solution and Implementation Plan
  • Assign Action Items
  • Review Action Items
  • Highlight Achievements and Company Victories
  • Final Remarks

 

Use a Meeting Management Tool for Your Next Leadership Meeting 

If you want to boost the productivity and efficiency of your next meeting with fellow leaders or managers, utilize a tool such as Mombit. Mombit is a free meeting management software that can help you run a successful meeting. With Mombit you can:

  • Calculate meeting ROI
  • Use built-in meeting minutes
  • Keep track of action items and assignments
  • Integrate it with popular project management apps
  • Generate virtual conference room link
  • Attend as many meetings as you want

Velina

Hi, everyone! I'm a passionate content writer with keen interest in social media, technology, innovation and business solutions. I am part of the team of Momibt - a revolutionary meeting management software designed to help businesses boost the productivity and efficiency of their meetings! Cheers!

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