How To Run a Collaborative Meeting in 11 Steps

A collaborative meeting is an interactive discussion between a group of people who are working together to achieve a common goal. These meetings serve to share a sense of purpose amongst team members and inform each individual on what needs to be worked on next, to achieve collective success.

A guide to collaborative leadership | Lorna Davis

What are the core elements of a collaborative meeting?

Here are four primary elements of collaborative meetings:

1. Planning

Setting the tone and providing direction for the meeting is the planning component. Making an agenda that outlines the meeting’s main goals is frequently involved. The discussion of any project updates or the generation of ideas for future projects are both possible agenda items. Other types of planning include establishing task deadlines and keeping tabs on the team’s performance.

Setting goals can help keep the meeting on track and productive. You might also think about designating certain team members as meeting roles. For each meeting, it might be advantageous to have a facilitator and a note-taker.

2. Goal setting

To give participants focus and direction, collaborative meetings are frequently goal-oriented. Create team-wide objectives that are time-bound, relevant, and measurable. This can help your team easily track its progress.

3. Communicating

Encouraging strong communication is vital for a successful collaborative meeting. It’s crucial for the team to consider various points of view to ultimately come to the best decision. Give each team member the chance to express their ideas through a variety of media, such as handouts or slide shows.

Productive communication sometimes includes conflict management. Meeting facilitators may need to mediate disagreements between team members. During conflict resolution, it’s critical for team members to maintain civility and pay close attention to one another.

4. Decision-making

During collaborative meetings, teams work toward a majority agreement. Compromise is required if meeting participants have many divergent viewpoints in order to achieve the desired outcome. Members of a software development team, for instance, might disagree on the standards for determining success. This is another scenario where having a facilitator is valuable. They can take into account everyone’s concerns and suggest a compromise that best advances their goals. This way, the team can reach a decision fairly.

What is a collaborative meeting?

A collaborative meeting is a conversational gathering of people who cooperate to accomplish a task or produce a work of art. Colleagues use their range of abilities and areas of specialization to develop winning tactics during this discussion. This sense of shared accountability can inspire everyone to work harder.

How to run a collaborative meeting

Here are 11 steps to follow when planning a meeting to make it collaborative:

1. Set a convenient time

It’s crucial to choose a time for the meeting that works for everyone. Although it can be difficult, taking into account team members’ schedules demonstrates the value of their participation and opinions. It may be beneficial to ask what everyones availability is. If you need to reserve a meeting space, make sure it will be available at the scheduled time.

2. Create an agenda

You might find it useful to create an agenda that outlines the meeting’s structure, events, and end goals. A collaborative document that team members can access might be useful. Additionally, you might want to send a copy of the agenda in advance.

3. Design the meeting

Having a set meeting structure can assist your team in achieving its objectives. Some examples of meeting formats include:

Selecting a meeting structure can also assist you in choosing which tools, such as presentation software or a whiteboard, to use. By doing so, it can be made sure that everyone is aware of where to find or contribute information.

4. Create a comfortable atmosphere

Providing a welcoming space is important for group efficiency. Making your team members feel at ease as a team leader can promote inclusivity. Keep an eye on the meeting’s interpersonal dynamics and mental energy. For instance, you might decide to devote more time to the brainstorming session if the team is particularly involved in it. This can demonstrate to your team that you care about fostering a culture that encourages their success.

5. Ensure everyone participates in the discussion

Team members are more likely to voice their opinions when they are engaged because they feel valued. This may improve the outcome of the meeting. Here are some strategies for engaging your team:

6. Divide attendees into groups

It can be useful to divide attendees into groups and give them tasks during large meetings. To make sure everyone is involved and contributing, do this. Have groups assign one or two people as their representatives. The representatives of each group can discuss their accomplishments and how they may impact the other groups at the conclusion of the meeting.

7. Use effective tools

Using technology is one way teams can improve their productivity. Meetings can be kept organized by utilizing tools like collaborative editing or task trackers. These resources can facilitate more productive and concentrated teamwork.

8. Take notes

Making notes while the team is in a meeting is helpful for keeping track of ideas, establishing objectives, and formulating improvements for the following meeting. Encourage team members to take their own notes in addition to assigning someone to take notes for them. By enabling them to jot down any thoughts or questions they have throughout the conversation, this keeps their minds active.

9. Be appreciative

The success of collaborative meetings depends on participation, and team members may be more engaged if they feel appreciated. Begin the meeting by expressing gratitude to everyone for attending and explaining why their cooperation is essential. At the conclusion of the meeting, express your gratitude for their time and labor once more. This can improve employees work ethic and future participation.

10. Send a summary of the meeting

Send a summary of the meeting via email to all parties involved, including those who were unable to attend. If appropriate, the summary may also include an attachment with the slideshows or handouts or the objectives for the following meeting. In this manner, everybody is aware of their respective tasks or objectives. Additionally, it offers an additional chance for anyone to request clarification.

11. Make adjustments as needed for next time

To prepare for the next meeting, use your notes and any team feedback. This can help you find areas for improvement. For instance, you can devise techniques to make brainstorming sessions more interesting or if you give people more time to ask questions.

Benefits of collaborative meetings

Here are some ways that collaborative meetings are useful:


How can I be more collaborative in a meeting?

If you’d like to ensure your meetings advance collaborative action, here are 9 steps you and your colleagues can take right away.
  1. Know the meeting’s purpose. …
  2. Start every agenda item with a verb. …
  3. Treat agenda creation as a collaborative process. …
  4. Prioritize the agenda. …
  5. Distribute the agenda and pre-work in advance.

What is the purpose of collaborative?

Collaboration is a working strategy in which people come together with a common goal to advance a business. Collaboration enables people to cooperate in order to accomplish a clear and shared business goal.

What is collaborative team approach?

Team collaboration is a project management and communication strategy that prioritizes cooperation, creative problem-solving, and equal participation to accomplish goals.

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