How to Make Meetings Enjoyable AND Productive

Meetings are a part of work life—whether we like it or not. But here’s the good news: they don’t have to be a mind-numbing waste of time, you can have fun productive meetings. With a few tweaks, you can transform your meetings from something people endure to something they actually enjoy—and dare I say—even look forward to! Below, I’ll guide you through simple, actionable steps to turn even the dullest huddle into a productive and engaging experience. (BTW- couldn’t resist the AI generated smiles that look like each person’s mouth got hit with a baseball lol)

Why Meetings Matter

Love them or hate them, meetings are where ideas are born, progress is tracked, and collaboration happens. But poorly run meetings? They drain energy, kill morale, and leave everyone feeling they’ve just lost an hour they’ll never get back.

Instead, with a little effort, you can run meetings that achieve their goals without sucking the life out of everyone in the room. Here’s how.

Step 1: Start With a Purpose

Every great meeting begins with a clear purpose. If you can’t sum it up in one or two sentences, it’s time to hit pause and rethink the agenda.

Ask yourself these questions before scheduling the meeting:

• What is the goal of this meeting?
• Who needs to be there to achieve that goal?
• Do we really need this meeting, or could this be solved with an email or quick chat?

Pro tip: Include the meeting’s purpose in the invite so everyone knows what to expect. It sets the tone and ensures everyone comes in focused.

Step 2: Make the Start Count

The opening of a meeting can make or break the mood. Skip the cliché “How’s everyone’s weekend?” and get creative. If it’s been raining nonstop, for example, you might say something like, “Did anyone else consider bringing a life jacket today? The weather may be relentless, but so are we, right?!” It’s lighthearted, relatable, and gets a smile before diving into business.

A laugh at the start transforms the energy in the room, keeping things positive and engaging.

Step 3: Body Language Speaks Volumes

Body language is a silent but powerful element of leadership. During meetings, project inclusivity, openness, and collaboration through simple adjustments.

• Choose the right seat: Sitting at the head of the table can feel intimidating. Opt for a spot that makes you approachable and equal to your team.
• Avoid crossing arms or slouching: These signals can come across as disinterest or defensiveness.
• Make eye contact and smile: It helps people feel heard and valued.

Also, when possible, sit side by side or at an angle to reduce confrontation in one-on-ones—it’s a small tweak that builds instant rapport.
For more quick tips, check out the popular BLOG:10 Actions to Have More Confidence and Charisma in Meetings ✨
or the Magnetic Communication Podcast Episode: Communication Cues: The Secret Power of Body Language 

Step 4: Nail Emotional Intelligence

Meetings can stir up a mix of emotions—stress, excitement, frustration—and a good leader knows how to manage the mood. Here’s how emotional intelligence (EQ) comes into play during your meetings:

• Check the temperature: Kick off by acknowledging the team’s current workload. “I know everyone’s juggling a lot right now, and I appreciate you making time.” A little empathy goes a long way.
• Handle tension gracefully: If someone’s tone feels sharp, pause and ask questions like, “Can you walk me through your perspective?” This shifts the focus from defense to understanding.
• Celebrate contributions: Praise participants when they share ideas or solutions, reinforcing psychological safety in your meeting space.

EQ is the glue that holds a team together, especially when tackling tough topics or decisions.

Step 5: Use Humour That Connects

Nothing lightens the mood like well-placed humour—emphasis on “well-placed.” Save the complicated or niche jokes for your stand-up routine. Instead, opt for relatable, everyday humour that everyone in the room can understand.

For example, if the team’s running on coffee and grit, you might say, “I’m pretty sure this meeting’s holding steady at a 50/50 split between caffeine and determination. Everyone’s bringing their best—thank you!”

Humour doesn’t just break the ice; it keeps people engaged and makes meetings feel less heavy.

Step 6: Celebrate Wins

This might be the most underrated step in running great meetings—and it starts with recognizing progress over perfection.

A “Wins Folder” can help shift your mindset. This tool isn’t just for your own personal use—it’s also a great way to highlight team achievements during meetings. Here’s how it works:

• Acknowledge wins as a leader: Come prepared to share a win or two each meeting. It could be as simple as submitting a challenging project on time or someone stepping up to lead a task.
• Encourage team members to share: Ask your team ahead of time to bring their own wins to light. Not everyone loves speaking in a group, so offer a chance to email them to you so you can highlight them instead.

The Wins Folder is also a private weapon against self-doubt. Keep track of everything you achieve—big or small. Woke up on time? Win. Got through that intimidating presentation? Win. Glance through this folder whenever your inner critic pipes up—it’s all proof that you’re making progress.

Recognizing wins consistently enhances a culture of celebration, motivating everyone to keep striving for success.

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Step 7: Keep It Concise

No one loves a meeting that drags on unnecessarily. Respect everyone’s time by sticking to the agenda, encouraging concise contributions, and wrapping up with action items. Once people see that attending your meetings doesn’t mean being trapped for hours, they’ll show up more engaged and ready to contribute.

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Bonus Tip: A Recap That Resonates

End every meeting with a quick summary and clear next steps. Not only does this prevent misunderstandings, but it leaves everyone with a sense of accomplishment. Try something like this to close your next meeting strong:

“So to wrap things up, we’ve agreed on [key decision/action]. [Name], you’ve got the lead on this, and we’ll revisit progress in next week’s check-in. Awesome work today, everyone—thank you!”

This simple step ties up loose ends and reinforces productivity.

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Final Thoughts

Meetings don’t have to be a dreaded time-suck. With purpose, humour, empathy, and recognition, they can become efficient, enjoyable spaces where the best work happens.

Take these steps to heart and watch as your team shows up to meetings ready to engage, collaborate, and yes, even smile. After all, life’s too short for bad meetings—so make yours count.

Have fun leading your next one—you’ve got this!