How to Start a Meeting Effectively (with an Example Script)

In our busy workflows, much focus goes into what happens during meetings, and effective beginnings are often overlooked. Yet knowing how to start a meeting is just as important as problem-solving or decision-making processes.

Let’s get started.

Why does it matter to start a meeting well?

The way a meeting begins sets the tone for everything that follows. Here is why learning how to start a meeting matters:

• Sets purpose and direction: An effective beginning gives participants a clear understanding of what to expect. When they are aware of the direction from the start, it minimizes confusion and prevents sidetracking during the meeting.
• Creates a welcoming atmosphere: By greeting attendees warmly and establishing a positive tone, hosts can make participants feel valued and comfortable. This can break down barriers, especially in diverse and cross-functional teams.
• Outlines the timeline upfront: Time management becomes easier when everyone understands the schedule. This will pave the way for productive and structured discussions.
• Builds trust and respect: Starting a meeting well shows that the host has put effort into preparation, which fosters respect from participants. By being punctual and organized, the host will demonstrate professionalism and reliability.
• Boosts participants’ confidence: When a meeting starts with clear objectives, participants feel more confident in contributing. They are more likely to take ownership of their roles in discussions and decisions.

How to Start a Meeting as a Host

Before we delve into the specifics on how to start a meeting, let’s first examine the fundamental elements that set the stage for a fruitful discussion. Consider the following as the four horsemen of meetings:

1. Meeting purpose: The primary objectives and what needs to be achieved during the meeting. Highly increases the likelihood of a successful outcome.
2. Ground rules: Guidelines for speaking, listening, and interacting. Fosters respect and constructive dialogue, minimizes distractions.
3. Meeting agenda: Outlines the topics to be discussed, their order, and the time allocated for each item. Allows the participants to come prepared and keeps the meeting on track.
4. Meeting roles: Defines the facilitator, the notetaker, and the timekeeper. Clarifies responsibilities and helps manage the flow of the meeting.

With these essentials in mind, it’s now time to prepare for the meeting, which will lay the foundation for a successful start.

Pre-Planning

• Write down meeting objectives and outline the meeting agenda. Send both to participants in a single document to help them understand the focus of the meeting and get ready.
• Select the right participants. Identify and invite individuals whose expertise and involvement are crucial for the meeting objectives.
• Schedule the meeting thoughtfully. Choose a meeting time and date that accommodates all participants and minimizes scheduling conflicts.
• Assign meeting roles and inform these people so they can prepare in advance. The facilitator will guide the discussion, the notetaker will capture key information like action items, and the timekeeper will monitor the time.
• Set up physical space and check tech tools. For in-person meetings, arrange the physical space to facilitate discussion and ensure all necessary materials are available. For virtual meetings, test any required technology for a smooth and uninterrupted experience.
• Share a reminder. A day or two before the meeting, send an email to all participants and include last-minute details or updates if there are any.
• Make arrangements to record the meeting. Consider using a voice recording app if the meeting is in-person. If the meeting is virtual, have the software set up to record the session, and inform the participants accordingly.

Initiating the Meeting

You’ve prepared well for your meeting, now is the time for some action. These are the core steps on how to start a meeting:

• Welcome everyone and briefly mention meeting ground rules. Thank them for attending, and establish a positive tone and body language to make everyone feel comfortable. Quickly outline the ground rules for the meeting (such as sticking to the time slots) for a respectful and productive atmosphere.
• State the meeting objectives and roles. Explain why these objectives are important and how achieving them will benefit the group or project. Then introduce the roles assigned to reinforce the organization of the meeting.
• Go over the meeting agenda. Mention the topics to be discussed and the time allocated for each agenda item. Highlight any key decisions or actions that need to be made during the meeting.
• Ask if there are any questions about the agenda or objectives. Encourage participants to voice any concerns or uncertainties they might have before the meeting progresses. Address these questions to clarify any ambiguities.
• Start with the first agenda item. Transition smoothly into the first topic on the agenda. Keep the conversation focused and adhere to the timeline.

Common Challenges and Solutions for Starting Meetings

You may encounter certain challenges when learning how to start a meeting, and the following solutions can help you handle and overcome these issues with confidence.

Challenge	Solution
Technical difficulties	Test all technology in advance and have a back up plan, such as alternative tools or communication methods.
Beginning later than planned	Apologize for the delay and immediately refocus the meeting on the objectives and agenda.
Late arrivals	Send reminders beforehand, and recap briefly for latecomers without disrupting the flow.
Lack of engagement	Use icebreakers or quick check-ins to get everyone involved early.
Nervous or hesitant participants	Create a welcoming atmosphere with a friendly tone and ask less formal questions to ease people into the discussion.
Side conversations or distractions	Politely remind participants if they stray off-topic, or use a “parking lot” for ideas.

Starting a Meeting: An Example Script

[Welcome]

Welcome everyone! Thank you for being here today.

[Ground rules]

Before we begin, I’d like to go over a few ground rules. Please try to stay on topic, respect each other’s speaking time, and feel free to use the chat for any comments and questions during our discussion.

[Meeting purpose and roles]

Our main objectives for today’s meeting are to [e.g. review project updates, make decisions on next steps, etc.]. This will help us move forward efficiently and address any obstacles on our path. [Name] will facilitate the discussion, [name] will take notes, and [name] will keep track of time.

[Meeting agenda]

Here’s the agenda for today. We’ll start with [e.g. a project update from (name) about 15 minutes], followed by [e.g. a discussion on any challenges you’re encountering for 20 minutes]. We’ll wrap up with [e.g. a brainstorming session for our next steps, which will take 30 minutes].

[Questions]

Are there any questions you have about the agenda or objectives before we get started? Please share any thoughts or concerns.

[Transitions to first agenda item]

Let’s get started with our first agenda item: [e.g. the project update]. [Name], can you please take it from here?

Frequently Asked Questions

How to start a meeting with a client?

It’s essential to create a positive and productive atmosphere when starting a meeting with a client. First, greet the client warmly and introduce your team if they’re present. Share the meeting agenda to ensure it aligns with the client’s priorities, and a positive accomplishment or update to build momentum and enthusiasm.

How to start a meeting in a creative way?

To start a meeting in a creative way, you can organize a quick icebreaker activity, tell an inspiring anecdote, show a relevant video that can spark the discussion, or ask a trivia question related to the meeting’s topic. Remember that the best creative way depends on your team’s personality and the desired outcome of the meeting. Choose a method that will engage your team and help everyone feel involved.

How do you start a friendly meeting?

In a friendly meeting, you can start by sharing a light-hearted anecdote or express how nice it is to see familiar faces. Additionally, you can incorporate a team building exercise to strengthen bonds even further. It will also be nice to take a moment to acknowledge any personal milestones or achievements among the participants.

How do you make a good first meeting?

To make a good first meeting, research and learn about the client or organization you’re getting together with. Rehearse what you want to say, arrive on time or slightly early, and look for shared interests or experiences. Sending a thank you note after the meeting can keep communication lines open and help maintain the relationship.

What is the best opening statement for a meeting?

There is no single answer, as this depends on the context, participants, and purpose of the meeting. Still, if you’re wondering how to start a meeting with an impactful opening statement, remember that simple is better. Just include a warm welcome, a brief overview of the meeting objectives, and a positive note. Feel free to tailor your statement to resonate with participants.

Summary

This blog covered the fundamental rules and best practices on how to start a meeting. It also highlighted common challenges and solutions hosts can face when beginning a meeting, as well as an example script as a source of inspiration.

Now you’re ready to rock that meeting with a solid start and lead the process with confidence.