Choose the format that fits the work

Use a meeting for discussion, a shared decision, or coordination; use a written update when people only need information.

If people need to compare options, resolve different viewpoints, or coordinate interdependent work, bring the relevant contributors together. If the message is one-way, send a concise written update with a clear owner and response route.

Match the situation to a useful next move

Fictional Northstar Services examples; choose the format that fits the actual decision and contributors.

Details Useful format Next move
A straightforward progress update Written update Share the change, owner, and any response needed.
Several options have meaningful trade-offs Discussion Share context first; reserve time to compare the options.
A choice needs an accountable decision-maker Decision meeting Invite that decision-maker and state the decision question.
Work depends on coordination across people Coordination meeting Name each owner, dependency, and timing to agree.

Run the conversation toward an outcome

  1. 1

    Prepare the outcome

    State the decision, deliverable, or coordination result in the invite.

  2. 2

    Invite the needed contributors

    Include people whose input, decision, or action is needed; make each role clear.

  3. 3

    Share context and an agenda

    Send relevant background and order the topics to support the intended result.

  4. 4

    Keep discussion focused

    Return to the stated outcome when discussion drifts. Record unresolved questions with an owner and follow-up route.

  5. 5

    Record decisions and next steps

    Write down what was agreed, who owns each action, and the expected timing.

When the conversation gets stuck

The purpose is still unclear. What should I do?

Ask, “What should be different when we finish?” If the group cannot name an outcome, change the invite to a written update or reschedule until the question is clear.

Discussion keeps drifting away from the agenda. How can we refocus?

Restate the outcome and the question the group needs to answer now. Capture useful off-topic items with an owner or follow-up route, then return to the agenda.

We did not reach a decision. What belongs in the notes?

Record that the decision is open, what information or input is missing, who will obtain it, and when the group will revisit it. Do not describe an unresolved choice as agreed.

Reflect on the meeting

After the conversation, ask:

  • What helped us reach—or move closer to—the intended outcome?
  • What context could have been shared beforehand?
  • Does every follow-up have a clear owner and next step?

To practice one change at a time, return to the five-day Better Meetings challenge.