Coaching for Leaders Podcast Episode 721: How to Lead Engaging Meetings with Jess Britt

Release Date: February 22, 2025

Introduction

In episode 721 of Coaching for Leaders, host Dave Stachowiak delves into the art of leading engaging meetings with special guest Jess Britt. As an experienced executive, nonprofit board chair, coach, and consultant, Jess brings a wealth of knowledge on facilitating meetings that not only achieve objectives but also foster connection and build team culture. This in-depth conversation unpacks practical strategies and insightful techniques to transform meetings from dreaded obligations into opportunities for collaboration and growth.

1. The Value of Well-Designed Meetings

Dave opens the discussion by acknowledging the common disdain for meetings, yet emphasizes their potential to create substantial opportunities for team connection and cultural building.

Jess Britt [00:29]: "As a leader, I really enjoy the puzzle of planning a meeting to achieve the objectives and help people build relationships."

Jess expresses her passion for effective meetings, highlighting the dual role of meetings in advancing work and strengthening relationships within teams.

2. Setting Clear Objectives

A recurring theme is the critical importance of setting clear objectives for meetings. Jess differentiates between shared (public) objectives and personal (private) objectives, explaining how each serves the facilitator and the meeting's success.

Jess Britt [03:35]: "They can help you with, I think, four key things... design the meeting to give you a better chance of achieving your objectives."

Jess shares an example from a board meeting where her personal objectives—focusing on leadership transition and preventing her voice from dominating—guided her facilitation approach, ensuring balanced participation and alignment with meeting goals.

3. Facilitating with an Agenda

Sending an agenda in advance is highlighted as a foundational facilitation technique that clarifies meeting purpose and aligns participant expectations.

Jess Britt [08:33]: "Sending it in advance can be really helpful. And it doesn't have to be super detailed, just a few bullet points..."

Jess advises keeping agendas high-level to allow flexibility and suggests integrating them within calendar invites or shared documents, tailored to the team's culture and tools.

4. Balancing Preparation and Accessibility

Dave and Jess discuss the feedback mechanism around meeting preparation, noting that overly burdensome pre-work can deter participation. They advocate for finding a balance that respects participants' time while ensuring meaningful engagement.

Dave Stachowiak [10:54]: "Striking that balance... it's worth experimenting with that and asking people what's useful in advance."

Jess emphasizes the importance of setting clear expectations for pre-work and adjusting meeting design accordingly to maintain consistency in participant preparedness.

5. Engaging Participants with Warm-Up Questions

Warm-up questions, or icebreakers, are explored as strategic tools to foster participation and set the tone for the meeting.

Jess Britt [11:59]: "It can help focus people on being present in your meeting."

Jess explains how tailored warm-up questions can reinforce organizational values, prompt relevant thinking, and generate accountability, thereby enhancing overall engagement.

Dave Stachowiak [13:05]: "What's a strategic question?... it links back to the purpose of the conversation."

An example is provided where a question about positive meeting experiences set an empathetic and collaborative tone, leading to productive discussions.

6. Implementing Checkout Questions

Checkout questions serve as a reflective tool at the meeting's end, gauging participant sentiment and reinforcing key takeaways.

Jess Britt [14:19]: "It can give you valuable insights as a leader. Data points about how content landed..."

Jess shares various formats, such as "Plus Delta" and "Head, Heart, Hands," to capture feedback and emotional responses, which can guide future meeting improvements.

Dave Stachowiak [16:35]: "Do I call attention to this? Do I follow up?... it shows a sense of learning and growth."

Jess advises on handling feedback sensitively, whether addressing issues in the moment or following up privately, to maintain trust and continuous improvement.

7. Enforcing Meeting Norms

Establishing and maintaining meeting norms is crucial for creating a respectful and productive environment.

Jess Britt [18:36]: "When the group has co-generated the norms... referencing them frequently."

Jess underscores the importance of collaboratively developing norms and regularly reinforcing them, using humor and direct reminders to gently steer conversations back on track when needed.

8. Incorporating Adult Learning Principles

Applying adult learning principles—drawing on past experiences and learning by doing—enhances meeting effectiveness by leveraging participants' existing knowledge and encouraging active participation.

Jess Britt [21:06]: "Adults learn best by doing."

Techniques such as role-playing, think-pair-share, and interactive activities like sticky notes and gallery walks are recommended to facilitate experiential learning within meetings.

Jess Britt [24:28]: "Open ended questions and then just wait and be comfortable with the silence until somebody answers."

Jess emphasizes patience and openness, allowing participants to engage naturally and reflectively, fostering deeper learning and collaboration.

9. Adapting to Virtual Facilitation

Jess shares her evolution in embracing virtual meetings, recognizing their unique advantages in inclusivity and flexibility.

Jess Britt [32:31]: "Virtual meetings open up lots of different ways for people to participate... it can make meetings a lot more engaging and inclusive."

She highlights tools like emoji polls and chat functions as means to capture diverse inputs and maintain engagement, underscoring the importance of strong norms to mitigate distractions like multitasking.

10. Practical Tips and Takeaways

Dave encourages listeners to implement one new technique from the discussion in their next meeting, inviting them to share their experiences with Jess for further insights.

Jess Britt [30:18]: "Be patient... they will answer."

This actionable advice simplifies the integration of new strategies, making it approachable for leaders seeking to enhance their meeting facilitation skills.

Conclusion

The episode wraps up with Jess reflecting on her changed perspectives, particularly regarding virtual meetings, and Dave recommending additional episodes for further learning. The conversation underscores that effective meetings are intentional, well-facilitated, and adaptable to both in-person and virtual environments.

Recommended Episodes:

1. Episode 358: How to Lead Meetings that Get Results with Mamie Canfor Stewart
2. Episode 632: Moving Towards Meetings of Significance with Seth Godin
3. Episode 691: Bringing Your Strengths to a Big Job with General CQ Brown Jr.

Listeners are encouraged to explore these episodes for a deeper understanding of impactful leadership and meeting facilitation.

Final Invitation: Activate your FREE membership at CoachingforLeaders.com to access an extensive library of leadership and management resources. Join the Coaching for Leaders Academy for personalized coaching and a supportive community to accelerate your leadership journey.

Notable Quotes:

• Jess Britt [02:35]: "I think as a participant in an effective meeting, I love the chance to learn from other people, to deepen my relationships with people, hopefully with some laughter..."

• Jess Britt [07:45]: "A good objective for a meeting... needs to be realistic, but also something that appeals and kind of resonates with everybody that's going to be attending."

• Jess Britt [11:59]: "It can help focus people on being present in your meeting."

• Jess Britt [21:36]: "Adults learn best by doing."

• Jess Britt [32:31]: "Virtual meetings open up lots of different ways for people to participate."

This comprehensive summary captures the essence of episode 721, offering actionable insights and practical techniques for leaders aiming to transform their meetings into engaging, productive, and culturally enriching experiences.