Ask an Executive Coach: How Do I Keep Our Meetings from Going Off the Rails?
Ask an Executive Coach
Dear Monica,
As a team leader, I’ve noticed that many of our meetings are all over the place. We struggle to cover the agenda or get to decisions. I want to let everyone have a chance to contribute, but it leads to covering a lot of topics. What can I do to make our meetings less random and more productive?
Dear Leader,
Running a focused meeting is harder than it looks. One minute, you’re talking deadlines, and the next, you’re deep into a side tangent about next week’s holiday lunch. Without the right skills, even the best intentions can lead to rambling discussions, missed decisions, and that familiar feeling of, “Well … there’s an hour we’re not getting back.”
One of the reasons running a good meeting is hard? We’re rarely taught how to do it. Most leaders assume that leading a meeting is self-explanatory — you gather your team, you lead the meeting, and that’s that. But in truth, the best leaders intentionally keep meetings on track using one of the most underrated leadership skills out there: facilitation.
Why Facilitation Matters
Facilition is more than running a meeting. It’s being able to guide the conversation in a balanced way so that everyone can contribute and the group moves toward a clear outcome by the end of the call.
Strong facilitators do a few things differently:
They clarify the ideal outcome right upfront.
They manage the clock without making people feel rushed.
They do the right amount of interrupting and redirecting — politely but firmly — to keep the conversation on track.
Facilitation is a sneaky leadership skill because when it’s working, it's hard to notice. Great facilitation feels like business as usual at its best: clear, focused, collaborative, and respectful of everyone’s time and energy.
Four Facilitation Moves to Keep Your Meetings on Track
The good news? Everyone can learn the art of facilitation. It’s a leadership skill you can hone at any stage in your career. Here are four facilitation skills you can put into practice right now.
Set the destination early.
Open the meeting with the end in mind: “Our goal today is to decide on the Q3 Marketing Plan. I’d love to leave here with a decision on our approach this quarter.” When everyone knows the purpose from the start, they can help you steer toward it.
Timebox the big stuff.
Give each major discussion a specific time limit: “We’ll spend 10 minutes brainstorming options, then 5 minutes narrowing them down.” The structure keeps energy high and prevents conversations from dragging.
Leave some silence (but not too much).
Silence really can be golden — it probably means your team members are thinking before they contribute. Don’t be afraid to leave a little bit of quiet time so people can work up the courage to share, and then jump in to keep things moving along.
Redirect with care.
When someone strays off topic, acknowledge the value of thier point while parking it for later: “That’s a great idea for the offsite — let’s capture it and circle back after we finish the Q3 plan.”
Facilitation is a Leadership Superpower
Like any skill, facilitation improves with practice. Over time, you’ll start spotting the exact moment a conversation drifts and feel confident pulling it back without dampening enthusiasm.
This is more than meeting management — it’s executive presence in action. People walk away thinking, “That was a great meeting.” And in today’s workplace, that’s no small feat.
Connect with us to learn more.
