Over the last decade, I’ve led meetings for about 100,000+ people. And through all that experience—I’ve paid the “anxiety tax” that comes with leading groups—I’ve landed on a five-step process that cuts my prep time in half and reduces stress by 30%.
Whether you’re hosting virtual meetings, hybrid team calls, or in-person events, this framework helps you lead with more ease and effectiveness.
Let’s break it down.
Ingredient 1: The Unofficial Start
Most meetings reward people for being late—“Oh, let’s wait a couple minutes for others to join.” Not helpful.
Instead, create an unofficial start that invites early contributors into something meaningful.
Example:
At a conference in Kentucky, I led a breakout session right after a keynote. To kick things off, I scattered a bunch of images on the floor outside the room. As people arrived, I invited them to pick a card that represented something that brought them joy.
No “sit and wait”—they were already reflecting and participating. Some shared their cards, others just took in the moment. Either way, the meeting started with intention.
Ingredient 2: The Context Hook
Everyone shows up with different energy, stress levels, and mindsets. A context hook helps unify the group and ground them in a shared purpose.
Example:
At a virtual Connector Summit I hosted, I asked everyone to type in the chat:
“How many people do you think you’ll lead or facilitate in the next year?”
With 318 people on the call, the average guess was 1,000 per person—meaning that group was collectively responsible for shaping the experience of 318,000 people in the next year.
That shared stat aligned us instantly. It turned a room full of individuals into a united force. Then I clearly stated my intent:
“If you get one useful idea today, it could impact 318,000 people.”
Powerful, right?
Ingredient 3: Connection Before Content
This is the difference between a transactional meeting and a transformational one.
Before diving into the agenda, build connection—even if it’s just for a few minutes.
Example:
Back in Kentucky, after folks picked an image, I had them flip it over to find a quote. Then in groups of three, they discussed how the quote related—or didn’t relate—to why they were in the meeting.
This doesn’t have to be long. Depending on your group, it could be:
- A one-word check-in
- A quick poll
- A brief breakout chat
And if you need tools for this, grab our We! Connect Cards for easy-to-use prompts.
Ingredient 4: Content (Designed for Contribution)
Yes, you’ve got decisions to make, updates to give, and ideas to teach. But how you do it matters.
Design your content for contribution.
Example:
While teaching this five-ingredient framework to a corporate Learning & Development team, I printed each ingredient on big sheets of paper and laid them out on the floor.
Then I asked:
“Stand by the ingredient you feel most confident in.”
Once everyone moved, I paired them with someone from a different group and invited them to teach each other something.
That’s content that involves, not just informs.
Whether you’re using We! Engage Cards, a sticky note exercise, or a movement-based prompt—designing for interaction is key.
Ingredient 5: The Closing
This is the one we all forget. Most meetings end with a rushed “Thanks, bye!” as people scramble to the next Zoom call.
The fix:
Build in intentional closure that gives people a sense of completion.
This could be:
- A moment of gratitude
- A forward-looking question
- A 60-second reflection
- Or something playful
Final Thoughts: How to Lead Meetings That Actually Work
All five of these ingredients can fit into any session, no matter how short:
- Unofficial Start — Begin with intention before you’re “officially” live.
- Context Hook — Create a shared emotional starting line.
- Connection Before Content — Build trust before diving into tasks.
- Content Designed for Contribution — Involve people, don’t just inform them.
- Closing — End with purpose, not panic.
And yes, steps 1 through 3 can happen in the first 7–12 minutes of a meeting!
Leading a full day session or multi-day conference? I simply write “1, 2, 3, 4, 5” on a blank sheet of paper and work through these 5 ingredients for each section or segment of your program.
