The 5 Most Important Things You Can Do to Facilitate a Meeting That Actually Gets Results

By Diana Gurwicz, Certified Master Facilitator | Acrux Consulting

Most meetings aren’t productive—they’re predictable. The same voices dominate, energy drags, decisions stall, and everyone leaves wondering what just happened.

But it doesn’t have to be that way.

Whether you’re leading a team check-in or a high-stakes strategy session, how you facilitate determines whether the meeting delivers results—or drains momentum.

Here are the five most important things you can do to turn your meetings into focused, inclusive, and actionable conversations:

1. Start with Purpose—and Say It Out Loud

Before the meeting begins, everyone should know why they’re in the room.

Start with a simple, clear statement of purpose:

“Today’s goal is to prioritize next quarter’s initiatives so we leave with clarity and commitment.”

Purpose sets direction. Without it, even smart teams get stuck in cycles of confusion and rework.

2. Set the Tone, Then Set the Rules

Meetings reflect the energy and norms you establish.

Set a tone of respect, curiosity, and momentum. Then lay down a few ground rules to protect it:

  • One person speaks at a time

  • No multitasking

  • All voices matter—especially the quiet ones

You’re not there to control the conversation—you’re there to guide the process so people can do their best thinking.

3. Balance Structure with Flexibility

A great agenda is your roadmap—but don’t be afraid to pivot when needed.

If something important surfaces, name it and adjust:

“This feels core to what we’re trying to solve. Let’s take 10 minutes to explore it together.”

Structure keeps meetings focused. Flexibility keeps them relevant.

4. Create Space for Divergence—and Convergence

Great meetings need both exploration and closure.

Build in time for teams to:

  • Brainstorm

  • Challenge assumptions

  • Explore diverse perspectives

Then shift gears to converge on decisions:

  • Use silent voting

  • Group similar ideas

  • Prioritize actions

As a facilitator, your job is to help the group move from insight to alignment.

5. End with Action and Ownership

Never leave a meeting without clear answers to:

  1. What did we decide?

  2. Who is doing what—by when?

Summarize outcomes, assign accountability, and confirm next steps. Clarity at the end prevents confusion after the meeting.