A Guide to Successful Staff Meetings in Your School | Jeff Horton, Duluth

Jeff Horton
3 min readJun 29, 2023

Staff meetings play a crucial role in fostering collaboration, sharing information, and aligning goals within a school. However, poorly organized and ineffective meetings can waste time and energy for everyone involved. It is essential to have a clear plan and structure in place.

This guide provides valuable insights and practical tips to ensure successful staff meetings in your school.

Define the Purpose:

Before scheduling a staff meeting, determine its purpose. Is it for sharing updates, discussing specific issues, or brainstorming ideas? Clarify the meeting’s objective and communicate it to the participants beforehand, ensuring everyone understands why their presence is valuable.

Set an Agenda:

Create a well-defined agenda that outlines the topics to be discussed and the allotted time for each item. Share the agenda in advance, allowing participants to prepare and contribute constructively. Encourage staff members to suggest additional agenda items, promoting ownership and engagement.

Time Management:

Respect everyone’s time by starting and ending meetings on time. Allocate specific time slots for each agenda item and adhere to them. Consider using a timer or assigning a timekeeper to keep the discussion focused and prevent tangents. Be mindful of balancing efficiency with the need for a thorough discussion.

Encourage Active Participation:

Engage staff members by encouraging their active participation. Create a supportive environment where everyone feels comfortable sharing their thoughts and opinions. Avoid dominating the conversation and allow everyone to speak. Encourage open dialogue, collaboration, and the exploration of different perspectives.

Use Visual Aids:

Utilize visual aids such as slides, charts, or handouts to enhance communication during the meeting. Visuals can help convey information more effectively, increase engagement, and provide a reference for participants.

Collaborative Decision-Making:

When making decisions as a team, ensure that all viewpoints are considered. Foster a culture of collaboration and inclusivity by actively seeking input from all staff members. Encourage healthy debate and provide a platform for individuals to express their concerns or suggestions.

Action Items and Follow-Up:

Assign clear action items at the end of each meeting, specifying responsibilities and deadlines. Follow up on these action items in subsequent meetings to ensure progress. Tracking and acknowledging accomplishments can promote accountability and a sense of accomplishment among staff members.

Reflect and Adapt:

Periodically evaluate the effectiveness of your staff meetings. Gather feedback from participants to identify areas for improvement. Consider experimenting with different meeting formats, such as small group discussions or guest speakers, to keep meetings fresh and engaging. Flexibility and a willingness to adapt are essential for continuous improvement.

Successful staff meetings in your school can foster collaboration, enhance communication, and ultimately improve the overall functioning of your educational institution. Following this guide can create an environment that promotes engagement, inclusivity, and productivity. Remember to define the purpose, set an agenda, manage time effectively, encourage active participation, utilize visual aids, embrace collaborative decision-making, assign action items, and reflect on the effectiveness of your meetings. With these strategies in place, staff meetings can become a valuable platform for professional growth and collective success.

Article originally published on jeffhorton.co.



Jeff Horton

Jeff Horton is a Duluth-based educator, superintendent, technology enthusiast, and believer in representation. Learn more @ http://jeffhorton.info/.