Posted in Communication

How to Run a Motivating and Successful Meeting – By Gail Kasper

Gail Kasper, Author, Television Host, Certified Fitness Trainer, and Motivational Speaker


All too often we hear employees complain that they MUST attend a meeting.  Common challenges include the following:  1) Lack of agenda, 2) Unproductive and a lack of focus, 3) The meetings extend far too long, 4) Lack of accountability and 5) Lack of goal setting.  


As a Performance Expert who has increased productivity for organizations across the country, Gail provides this roadmap to run a successful meeting.


1.  Be consistent:  Intermittent meetings will produce intermittent results with any team.  If they must be present and produce specific information or results, they will very likely step it into high gear and get things done.  


2.  Set goals:  Ask them what they expect to accomplish within the next week, the status of their outstanding jobs, specific customer situations, action steps toward the strategic plan, or action steps toward departmental goals.  Too often, meetings involve problems or challenges with multiple levels of input and no resolution.  Then, a few hours later, people walk out feeling unproductive and stressed.  Meetings are designed to not only manage challenges in a group setting, but to set and achieve departmental and company goals.  Don’t lose sight of the vision.


3. Record minutes.  Timelines, customer feedback, total appointments expected over the next week should all be recorded. When you operate alone, it’s easy to give yourself excuses as to why something is not complete.  But when you are answering in front of your team, you feel compelled to live up to certain expectations. A verbal response may get forgotten, but a written record cannot be dismissed.  Minutes are a great way to follow up on progress at the next meeting.  


4.  Have an agenda.  Your goal for your team is to be successful.  Let them know at least 24 hours in advance what you will be covering in your meeting.  This allows them to prepare and get something done for which they may have been procrastinating.


5.  Involve the team.  One of the greatest challenges I have seen with meetings is that there is no team involvement.  The manager sits at the head of the table and addresses the team.  What we don’t realize is that this technique does not motivate.  If we want to motivate our team, ask them questions and get them involved in the processes.  One way to get them involved is to ask their thoughts and ideas.  Another way to get them involved is to include them in the Agenda.  In relation to their department, for what initiatives are they responsible?  This will pave the way for you to empower your team.  You may be very surprised at what “you” learn.


6.  Have rules.  Sit down with your team and decide the rules.  These rules may be “starting on time and ending on time,” “penalties for those who show up late,” or even something so simple as “to have fun.”  Rules hold everyone accountable, including you, and make for a productive meeting.


7.  Have a time limit.  How many times have you been in a meeting that lasts forever…. or at least it seems that way.  To hold the attention of your team and for productivity sake, set a time limit on your weekly meeting.  One hour is usually a fair amount of time.  This will push you to keep the agenda moving.  If there is a topic that seems to drag, ask those involved to stay after the meeting to discuss it.  This will help others to move on with their day.  


8.  Celebrate successes.  Because of the high-pressure situation we may find ourselves, it’s easier to highlight what isn’t working rather than what is working.  That is why it is so important to focus on individual and team successes.  Successes will keep your team moving forward and encourage them. 


About Gail Kasper:

Mid-1998, Gail Kasper started her business from a  small one-bedroom apartment, with no money and no clients. Today, Gail  is the host of the late-night television show Raw Reality, one of the  nation's leading speakers, author, Top 1% Club Mentor, advice  columnist, Certified Fitness Trainer, Ms. Continental America 2008,  and the creator of SAD-T™ (Systematic Attitude Development- Technique™). A former Contributing Editor to Success Magazine with the  "Ask Gail" column and host of the "Ask Gail" segment on the Comcast  morning show, Gail is the author of her self-help autobiography  Another Day Without A Cage: My Breakthrough From Self-Imprisonment To  Total Empowerment and the self-help parable Unstoppable: 6 Easy Steps  To Achieve Your Goals. With national media appearances that include  Inside Edition, The Today Show, FOX Business News, and Oprah and  Friends, Gail has earned the ranking of an in-demand national media  personality who has been the topic of discussion on Regis and Kelly.  Also, the current host of the Philadelphia Visitors Channel, she has  also made numerous appearances on network affiliates that include ABC,  FOX, CW11, Comcast, and CBS, where she co-hosted the Emmy award- winning America's TVJobNetwork.


This article is courtesy of the Top 1% Club and the Top 1% Club Mentor Gail Kasper. For additional information on Gail Kasper, her television appearances and speaking engagements, please visit