Published in Project Management
Jonathan
The Effective Project Manager
September 28, 2025
This is how the best project managers chair meetings
Learn how to chair meetings effectively with proven strategies for preparation, facilitation, and follow-up. Transform unproductive meetings into focused sessions that energize teams, drive decisions, and deliver results through better leadership skills.
Meetings are one of the most visible ways we lead projects. A well-chaired meeting can energize a team, align people around shared goals, and move the project forward decisively. A poorly chaired meeting can drain morale, waste time, and create more confusion than clarity. The difference usually comes down to how the meeting is chaired: the preparation before, the facilitation during, and the follow-up afterward.
Chairing a meeting is not just about running through an agenda. It is about guiding a group of people through a conversation in a way that produces results. Below are practical steps you can take to chair meetings more effectively.
Before the Meeting: Set the Stage
Be clear on the purpose
Every meeting should exist for a reason. Ask yourself: Why are we meeting? What outcome do we need by the end? If the purpose is only to share information, consider whether an email or update note would be more effective. Meetings should be reserved for moments where discussion, decision-making, or collaboration is required.
Prepare and share an agenda
The agenda is your roadmap. Without one, discussions can wander and participants may leave unsure if progress was made. Keep agendas focused:
Limit to 3–5 main items.
Frame each item as an outcome, not a vague topic. For example, instead of writing "Budget," write "Decision on budget allocation for Q4."
Circulate the agenda in advance so participants can prepare.
Invite the right people
Who is in the room matters just as much as what is on the agenda. Invite only those who have a role in the decisions or actions. Smaller groups often reach better decisions more quickly. Being selective also shows respect for people's time.
Circulate key information
If participants need to read a report, review data, or compare options, send those materials in advance. Add a short note that explains what they should focus on. For example: "Please review the budget spreadsheet before the meeting so we can decide between Option A and Option B." This turns the meeting into a decision-making session rather than a time for reading documents.
During the Meeting: Lead the Conversation
Start strong
How you open the meeting sets the tone. Begin on time. Restate the purpose and desired outcomes so everyone knows why they are there. You can also set expectations for how the meeting will run, such as staying on topic, keeping comments concise, and respecting the time available.
Keep things on track
Meetings often drift because people go off on tangents. As chair, it is your job to bring the conversation back politely but firmly. For example: "That is a useful point, but it is outside today's scope. Let us park it and return to the agenda." Timeboxing is another helpful tool: "We will give this issue five more minutes, then make a decision."
Encourage balanced participation
Good meetings are inclusive. Often, a few people dominate while others stay silent. As chair, you can encourage balance by asking for input from quieter participants: "We have heard from A; I would like to hear B's view as well." This ensures that decisions reflect a range of perspectives. At the same time, if someone is repeating themselves or going into too much detail, do not hesitate to summarize and move on.
Drive decisions and actions
Discussion without outcomes is one of the most common frustrations about meetings. Your role as chair is to move the group from talk to action. Useful questions include:
What exactly are we deciding here?
Who is responsible for the next step?
When will it be completed?
Turning broad conversations into specific actions prevents misunderstandings later.
After the Meeting: Follow Through
Summarize clearly before closing
Before you end, recap the key outcomes: decisions, agreed actions, responsible people, and deadlines. This ensures everyone leaves with the same understanding. It also provides a professional close to the meeting.
Circulate action notes quickly
Formal minutes may sometimes be required, but often a short action log is more effective. Keep it simple:
Action
Owner
Due date
Send it within 24 hours while the discussion is still fresh. Quick follow-up shows professionalism and keeps momentum going.
Ensure accountability
Meetings only add value if actions are followed through. At the next meeting, revisit the outstanding items and ask for progress updates. A simple question such as "Last time we agreed on X; what is the status?" creates accountability. Over time, participants will expect to report back, which builds discipline into the way the team works.
Extra Tips for Great Chairs
Use silence strategically. After asking a question, give people a few seconds before speaking again. Often, the best contributions come after a pause.
Stay neutral. As chair, your role is to guide discussion, not dominate it. Share your views when appropriate, but then step back and let others engage.
Respect the clock. People notice when meetings consistently run over. Finish on time, or early if possible.
End positively. Thank people for their contributions and remind them why the discussion mattered. A positive close makes people feel their time was well spent.
Final Thought
Chairing a meeting effectively is one of the most practical leadership skills you can develop. It requires preparation, attentiveness, and discipline, but the payoff is significant: clearer decisions, faster progress, and more engaged teams. Remember that chairing is not about being the loudest or most knowledgeable person in the room. It is about helping a group use their time well to achieve results. With practice, these habits become second nature, and your meetings will shift from frustrating to focused.
