7 Questions to Ask Before You Call a Meeting

We’ve all been there: Staring at yet another calendar invite with a vague title, no agenda, and wondering if this meeting could’ve been an email.  Or better yet, not have a meeting!

Meetings aren’t inherently bad. They can be one of the most powerful tools in a leader’s toolkit…but only if they are intentional, well-designed, and necessary. Before you send that next meeting invitation, ask yourself these seven crucial questions to determine whether you really need a meeting.  And if that answer is “yes,” how to make it a good meeting.

1. What is the Purpose?  Every meeting should have a clear, compelling purpose. Are you trying to share information, solicit input or feedback, make a decision, and/or solve a problem?  When the answer is “just to check in,” press pause. Consider if there is a more efficient format, such as an asynchronous update or a shared dashboard.
   Litmus Test: If you can’t summarize the purpose in one sentence, you are not ready to have a meeting.
2. What Outcome Do I Need?  Be outcome-driven. What does success look like at the end of this meeting? A final decision? A prioritized list? Agreement on next steps? Stating the desired outcome helps keep the meeting focused and prevents scope creep.
   Litmus Test:  If you can’t articulate at least one meeting deliverable that provides value, don’t hold a meeting.
3. Is a Meeting the Best Way to Achieve This?  Meetings are easy to schedule, but could your objective be better achieved via an email, Slack/Teams thread,  short video update, or even a collaborative document?
   Litmus Test:  Synchronous meetings are the most expensive modality for sharing information. Add up the number of people in the meeting, multiply that by the average hourly wage, and multiply that by the number of hours. That’s a conservative estimate of what the meeting costs your organization.  Make sure the value justifies the cost in time and attention.
4. Who Really Needs to Be There?  Invite only the people who are essential to the outcome, such as decision-makers, stakeholders with critical input, and people responsible for actioning the result.  Avoid the temptation to “loop everyone in.” Consider optional attendance for FYI participants and follow up with meeting minutes instead.
   Litmus Test:  Each person knows exactly why they are invited to the meeting.  No ambiguity here!
5. How Will I Structure the Conversation?  A good meeting flows with intention. Have a structured agenda with timeframes.  Assign roles (facilitator, timekeeper, note-taker) to keep all involved.  For larger groups, consider engagement strategies like round robins, breakout groups, or voting tools.
   Litmus Test:  Think beyond the topic.  What is it that you need to discuss or do?  Generate or evaluate ideas?  Make a decision?  Create a plan of action?
6. What Pre-Work Is Required?  I’m a big fan of pre-work.  If participants need to read a report, review a proposal, or gather data, send it to them ahead of time.  Don’t dump it on them during the meeting!  Meetings are for discussion and action, not content consumption.
   Litmus Test:  The “leader” is speaking less than 20% of the time.  (A concise summary of key info is fine, but no monologues!)
7. What Happens After the Meeting?  A standalone meeting is rare; most are part of a larger series leading to an overarching goal or outcome.  Think about the potential next steps, ownership of action items, and an accountability/follow-up mechanism.
   Litmus Test:  Various team members volunteer to take on action items, self-prescribe due dates, update the team proactively, and raise the flag if they hit a roadblock.

Calling a meeting should be a strategic decision, not a reflex to gather everyone together. Don’t just hit “send” and hope for the best!  By asking these seven questions, you’ll gain clarity on whether a meeting is truly necessary.  And if it is, how to make it worth everyone’s while.

Need help designing a high-impact meeting or retreat? Let’s connect. I help teams like yours transform routine gatherings into moments of real momentum.

Related Articles:

Share Team Functions For More Effective Meetings

The Role of the Meeting Facilitator

How Much Time Does Your Organization Waste in Meetings?

Kristin Arnold

KRISTIN ARNOLD, MBA, CSP, CPAE-Speaker Hall of Fame, CPF | Master has been facilitating meaningful conversations between executives and managers to make better decisions and achieve extraordinary results for 30+ years. She's a leading authority on moderating panel discussions and passionate about finding the perfect olive to complement a vodka martini.