meeting management
Why effective meeting management is crucial for productivity
Meetings often dominate the modern workplace, shaping how decisions are made, tasks are assigned, and ideas evolve. Yet many professionals walk away from discussions unsure about the next steps or feeling that too much time was lost. That’s where meeting management training comes into play. By learning to structure and facilitate conversations effectively, teams can reach clear outcomes faster, reduce stress, and make better use of everyone’s expertise.
At trainEQ, we’ve developed a meeting management course designed to address the common challenges of planning, leading, and following up on discussions. Whether you’re hosting virtual check-ins or large in-person gatherings, our program teaches you to set clear objectives, maintain focus, and ensure participants remain engaged. The result is a culture where meetings spark progress instead of draining energy.
All staff members who regularly organise and facilitate meetings
Full day training course. Half-day or shorter course options available
Run at your offices or in a virtual classroom
training goals are to:
- prepare and manage effective meetings
- create agendas that help set up productive meetings
- run meetings that achieve clear objectives
- manage meeting timing wisely
- use EQ skills to interact with and involve all participants
- stay in control of difficult meetings
- confidently organise and manage virtual meetings.
introduction and workshop overview
Participants will review the agenda and will discuss their objectives. Our facilitator will adapt this meeting management course to the needs of the group and the types of meetings they commonly organise. The following course program is for a full day workshop. Ask us how we can condense the content to a shorter meeting management workshop.good and bad meetings
We have all been to meetings that are good and those that are awful. Good meetings are professionally managed, everyone has a say and the meeting ends on time with a productive outcome. Bad meetings are painful for a variety of reasons. For example:- everyone is talking but nobody is listening
- the point of the meeting is unclear
- the discussion goes around in circles and nothing is achieved – even if the meeting has run over time.
organising meetings
Organising meetings takes thought. Several elements make the organisation of a meeting successful. Participants will learn about having a clear meeting purpose, defining objectives and choosing meeting duration and meeting location.meeting agendas matter
Agendas are often hastily put together. But they are important for effective meetings. Agendas and particularly timed agendas allow the organiser to clarify the meeting purpose and focus beforehand. This enables the meeting attendees to prepare accordingly or consider whether they need to attend at all.listening skills in meetings
Effective meetings need active discussions. If the meeting participants have been carefully selected then they will all need to be involved. But how do you engage all the meeting participants? Learning to manage a meeting effectively requires honing listening skills to gather insights. The group will learn how a good meeting facilitator will pay close attention to what meeting attendees are contributing. Participants will learn to paraphrase and keep everyone involved and accountable for the decisions being made.asking questions as meeting facilitator
As the logical extension of listening, training participants will review how to ask effective questions. Good questioning invites open discussion and includes all meeting participants. Questions have various uses but in meetings questions are mostly used to clarify something, encourage thought or probe an idea or test knowledge. Questioning and listening are key EQ skills participants will learn. Through active listening and questioning participants will be able to respectfully promote active discussion amongst all invitees, while at the same time achieving meeting objectives.how to manage difficult meeting situations with EQ
Sometimes meetings get sticky. There are difficult meeting situations, such as a participant hijacking the meeting, unpleasant disagreement, nothing is being achieved or the agenda is ignored. In this part of the meeting management training the participants will discuss how they can use EQ skills to get the meeting back on track and how they can diplomatically stop disruptive behaviours from others.managing virtual meetings
Nowadays many meetings are held remotely using Teams, Zoom, Webex etc. Many of the skills covered so far are applicable to face-to-face meetings as well as virtual meetings. However, the group will explore the differences. Some of the differences between a virtual meeting and a face-to-face meeting are positive, such as the ability to meet with people who are geographically located in different places. Nevertheless, there are some challenges, such as technical issues, distractions and ensuring full focus and participation by all meeting attendees. During this session the group will learn how to deal with, plan for and overcome some of these challenges to make virtual meetings as effective – and enjoyable – as possible.action plan
The most important thing about this meeting management training course is putting learnt skills into practice. The participants will therefore work on an action plan during the course. Participants write down what aspects of meeting facilitation they need to work on for the meetings they have already planned or that they foresee coming up. With the skills they gain, they will feel confident about arranging their next meeting.why is EQ important for managing meetings?
Leading a meeting with emotional intelligence (EI or EQ) will make for a happy and productive meeting. Being considerate and respectful of who is invited so as not to waste people’s time is the first step. Continuing the respectful tone of listening to all meeting attendees and sticking to the agenda and timing also shows consideration.
Participants will learn how it is valuable to listen to what is being said and to what is not being said. This requires emotional intelligence as does knowing when and how to ask questions or politely interrupt.
EQ is also important for being sensitive to people’s motivators and what they want the meeting to achieve. Additionally, being aware of how the discussion is making them feel, even if they do not express their thoughts, requires EQ skills. The role of the meeting facilitator is in fact a tricky one, where the facilitator needs to contribute, support, redirect and challenge.
Seemingly paradoxically, the most productive meetings are the ones that feature conflict. However, it needs to be constructive conflict. People with conflicting views need the opportunity to be truly listened to. Managing constructive conflict in a meeting requires strong emotional intelligence skills from the meeting facilitator. This meeting management course from trainEQ builds exactly those EI skills.
“Meetings without an agenda are like a restaurant without a menu.”
-Susan B. Wilson
read more about meeting management training
Common pitfalls: lack of agenda, poor time management, disengaged participants
Meetings can feel unproductive for many reasons. Some are easy to spot, others more subtle, but they all contribute to frustration and wasted resources. Below are some typical issues we address in our meeting management training:
1. Lack of a structured agenda
- Without a clear plan, conversations can meander, and vital topics might get overlooked.
- Our sessions teach you how to map out key objectives in advance, allowing participants to come prepared.
2. Poor time management
- It’s easy for discussions to drag on, eating into people’s schedules and losing momentum.
- Our managing meetings course emphasises time-blocking strategies, so every segment of the discussion stays on track.
3. Disengaged participants
- Some attendees remain silent or tune out, preventing diverse perspectives from surfacing.
- By including interactive elements—like quick polls or brief brainstorming exercises—our approach keeps everyone involved.
4. Unclear follow-ups
- Tasks get assigned haphazardly, or no definitive decisions are reached, leading to confusion about the next steps.
- Our meeting management course ensures your team leaves each session knowing who does what and by when.
These pitfalls waste effort and weaken collaboration. However, with the right training, teams can overcome them, turning every meeting into a driving force for progress.
Overview of trainEQ’s approach: interactive workshops and real-world scenarios
Unlike generic seminars, trainEQ’s meeting management training blends hands-on learning with tangible best practices. Participants don’t just hear about methods—they practise them in realistic contexts. Here’s how our program stands out:
1. Immersive workshops
- We conduct role-plays where participants plan, lead, and wrap up mock sessions.
- This format builds confidence, ensuring people can apply new strategies as soon as they return to work.
2. Case studies
- We use real-life examples drawn from diverse industries, highlighting how different teams overcome meeting-related challenges.
- Through discussion and analysis, attendees see which tactics succeed and why.
3. Practical exercises
- Our managing meetings course encourages participants to try out agenda-writing, time-blocking, and facilitation techniques.
- Post-exercise feedback helps refine their approach, resulting in continuous improvement.
4. Emphasis on emotional intelligence
- Emotional cues matter. Facilitators who notice when people are bored, confused, or disengaged can adjust topics or encourage input.
- By weaving empathy into the process, we create inclusive meetings where all voices matter.
trainEQ’s mission is to ensure every session delivers actionable value. When people see how streamlined agendas, better facilitation, and thoughtful closing statements make meetings more effective, they’re motivated to keep these habits going.
Key benefits: better collaboration, clear outcomes, and time efficiency
When employees and leaders master meeting management, the entire organisation reaps the rewards. A well-rounded meeting management course leads to:
1. Improved teamwork
- Structured agendas help incorporate everyone’s ideas while preventing interruptions or dominance by a single person.
- Confident facilitation also reduces anxiety among participants, creating a safe space for sharing.
2. Defined outcomes
- Instead of general discussions, each conversation ends with a set of next steps, owners, and deadlines.
- This clarity accelerates project progress and holds teams accountable.
3. Increased engagement
- Interactive strategies, like Q&A segments or quick polls, maintain focus.
- Our meeting management training fosters a culture where participants feel their contributions matter.
4. Time efficiency
- When each topic has a dedicated timeslot, tangents are minimised.
- Ending on schedule respects everyone’s commitments, reducing tension and preserving goodwill.
5. Greater organisational alignment
- Consistently productive meetings create unity across departments.
- By regularly sharing updates and achievements, teams stay on the same page, boosting morale.
Such positive shifts can transform how a workplace operates. With fewer repetitive discussions and clearer directions, employees spend less energy clarifying details and more time achieving goals.
Contact trainEQ for better meetings
Time is precious, and how an organisation uses it can define success or stagnation. By investing in a meeting management course, you empower teams to lead purposeful sessions that tackle issues, engage participants, and produce tangible action items. At trainEQ, our interactive approach combines proven frameworks with real-world exercises, ensuring that meeting management training is more than a one-time fix—it becomes a habit that teams carry forward.
Whether you’re dealing with daily stand-ups, project briefs, or strategic planning sessions, well-managed meetings foster clarity and unity. Our managing meetings course can be tailored to your organisation’s size, culture, and objectives, so everyone benefits from fresh insights and shared practical tools.
Don’t let poorly run gatherings derail productivity or harm morale. Contact trainEQ today to learn more about scheduling a meeting management course that drives positive change. Together, we’ll equip your staff with the skills to plan agendas, control timelines, and lead discussions confidently. The result? Effective, energised conversations that propel your organisation forward—one meeting at a time.
Sharpen your professional skills with our targeted training programs. Learn to structure clear, concise documents with our Report Writing Training, enhance emotional strength and adaptability through Resilience Training, and boost productivity with practical strategies in our Time Management Training. Additionally, foster a more inclusive workplace by addressing hidden prejudices with our insightful Unconscious Bias Training.
Emotional intelligence (EI or EQ) - the capability of individuals to recognise and manage their emotions and those of others.
Being aware of the concept of EQ and then developing it is essential for employees, regardless of their role. High EQ is no longer an add-on but a ‘must-have.’