Making Meetings Meaningful

As a teacher, I sat through endless staff meetings where information was relayed and the same teachers commented and gave their donated ‘air time’.  As a principal, one of my main goals was to make staff meetings meaningful.  Just like a teacher designs his/her lessons with the students in mind, staff meetings need to be designed with the staff in mind!

My assistant superintendent, Scott Benwell, made a comment to me that put things in perspective for me.   “We have about 15 hours a year set out for staff meetings (due to contract agreement in our district); how are you going to spend those 15 hours to make these meetings the most effective?”

Although I have been a principal for just over 1 year and I continue to learn new ideas every day, here are 10 things I try to do to make meetings meaningful:

  1. Limit the amount of relayed information. If it can be stated in a memo/email – do that!
  2. Spend the majority of time on professional development. This does not mean having your staff sit through another PowerPoint presentation about data.  Facilitate conversations with your staff about topics that are meaningful and that have impact on student learning.
  3. Disagreements are powerful. Some of the best meetings in which I have been involved included fantastic, passionate debates around what we do for our students.  One of the best things about education is that two educators can completely disagree but believe wholeheartedly that what they are doing is best for kids.
  4. Keep to the scheduled time.  If a meeting is set for 1.5 hours, keep it to that time (or shorter).  Staff members have busy schedules!
  5. Invite to Optional Meetings. If there is a topic/issue in which some staff members are truly passionate, invite them to an optional meeting to discuss.  In this way, the only people at the meeting are those that have an invested interest.  Some of the best conversations have occurred at these optional meetings.
  6. Include Everyone. Stop the hierarchy.  If we truly are a learning community, include all staff members.  Too many times, support staff feel silenced at staff meetings; they are as passionate about kids as teachers/administrators so make sure all members have an opportunity to have their voice heard.  Remember that a staff meeting is not about YOU, it is a STAFF meeting. The most effective change is when it comes from the staff so provide a platform for people to feel comfortable speaking.  Include staff in the development of the agenda as well.
  7. Put Out the Agenda in Advance. This may seem like a no-brainer but it is key to having effective dialogue.  People can come prepared to discuss and issue/topic.  Conversations that are thought-out rather than reactive are that much more powerful. Also, limit the number of items on the agenda so there is time for conversations to go deeper.
  8. Set It Up! Make sure that the place in which you meet is set up in a way that encourages all to share their voice.  It is often effective to split up the cliques of people in fun ways too – people can learn more from hearing perspectives of people they may not talk to on a regular basis.
  9. Food, Glorious Food! Meetings often occur after school – people are tired and hungry so keep the staff nourished!  We have an awesome spread each staff meeting as each staff member signs up to bring food one time during the year.
  10. Use Humour.  Stories, Seinfeld Clips, comics… set the tone. George’s Views on Collaboration – Jerkstore! (video could not be embedded, sorry!)

Remember the limited amount of time that all staff members are together – make the most of this time, make it meaningful.

As I love to hear more tips from other educators, please comment so we can continue to improve our meetings.

Following the writing of this draft, I came across a recent post on the topic by Scott Elias: ‘Meeting to Meet’.


  1. Lyn said:

    This year I plan to do a lot of “choose-your-own-session” professional development days. When meetings are involved, first we’ll meet together do set the tone and goals for the day, and I hope to provide a variety of staff learning opportunities, “ring the bell” every hour or so, and teachers can move freely to sessions of interest. Will use staff members to run the sessions I can’t attend. All sessions will focus on building/district goals! Great feedback from staff on this model.

    Definitely agree with infusing humor! Comics, videos, jokes… I try to include humor in my daily email updates (this eliminates the need to review lists of mundane updates at meetings!) and I think my staff appreciates feeling free to smile and joke around at work!

    Another idea that works for us is to recognize people for something special and wonderful they’ve done lately. It’s nice when staff members nominate each other for the honor! Starts the meeting off on a positive note!

    August 10, 2010
  2. Chris Wejr said:

    Thanks Lyn! I really like the “choose your own session” idea. It is kind of like the “world cafe” process that I have seen used successfully in the past.
    We have to have a sense of humour… makes the days that much more enjoyable!

    August 11, 2010
  3. Hugo Lopez said:

    Great suggestions and loved the “jerk store” clip – it is definitely kicking off our first collaboration meeting this year. Is there anything in life that can’t somehow be tied back to that show.

    Love the Drake!

    August 11, 2010
  4. I am thinking in a similar way about staff meetings and the best use of time together. Enjoyed reading your post. Good luck, Michael

    August 11, 2010
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