How do you feel about meetings?

I’m guessing, if you’re like most people, you feel like meetings have little purpose and serve little function. Yet you still have them.

If there’s information you want to communicate, you call a meeting.

If there’s an event that needs to take place, you call a meeting.

If there’s a big picture discussion that needs to take place, you call a meeting.

The meetings may look different – the number of people, is there food, where does it happen, is it in person or over the phone, and so many other elements.

Clarify a Purpose for Your Meetings

What if your frustration with meetings isn’t with meetings, but with meetings that have no clear purpose?

Let me explain.

Not every meeting is created equal. If at it’s core a meeting is a gathering of 2 or more people, then we need to learn to add clarity to the purpose of the meetings.

As I’ve dug into the Working Genius framework, one of the things that has resonated the most with me is the different types of meetings. I’ve adapted the idea of the different types of meetings for youth ministry, but the principles definitely apply to a broader framework.

So, here are the four types of meetings I think a youth ministry should have scheduled in a year.

1. Trainings

You have a very specific set of skills and knowledge. You have a heart and passion for what you do. But not everyone has the same experience as you. That’s where the first type of meeting comes in.

Take time each year to offer a training of some sort. It can be on a Saturday morning, Sunday lunch, or during your regular meeting time before the year (or semester) kicks off. Train on relational skills and equip with knowledge.

You don’t have to be the expert in the room, either. Empower an experienced volunteer to share best practices. Crowd source a shared struggle and let the volunteers in the room decide how they might approach the situation. Find a video training that can bring the bulk of information, and you help process.

But most of all, understand the goal is not to have one training that does everything. It’s okay to offer training a couple times a year, or even to take a year to year mindset.

2. Planning Meetings

It’s not enough to simply train, you need to invite others into the planning.

Can I be blunt? Planning meetings are made of up people who are invested. We don’t need people with wild ideas and no buy-in present in a planning meeting. Find people who are willing to dream with you, and then willing to partner with you to fill out these meetings.

Meet periodically during the year to plan events, get feedback, raise support, and rally the troops. I like to start these meetings by celebrating the “wins”, followed by vision casting.

One final word here: try to avoid the trap of planning something for the sake of planning something. Be intentional with what you plan, and reap the benefits.

3. Stand Up Meetings

I may have never truly understood the benefit of a stand up meeting until recently, but these are game changers.

Our student leadership team is built around the concept of a stand up meeting after our programs. Why a “stand up” meeting? Because if you sit it’s too easy for the meeting to drag on.

Stand up meetings can include a pre-program check in (something we’ve added for our small group leaders this semester), or a post-program quick evaluation (we ask our student leaders how they answered the three questions every week).

But these happen on a regular basis. You’ll be amazed at what happens when you learn to lean into the power of a stand up meeting!

4. Parties

Play. Laugh. Eat. It can be a random holiday, a major holiday, end of year prep, or prep for the year. Whatever the reason, never underestimate the value of gathering and enjoying time together.

Our Youth Worker Christmas Party takes place in January. Schedules have slowed down and we take the time to enjoy time together. It’s great to build time in for laughter, celebration, and play.

Find what works in your setting and give it a shot.

A Final Word

This is not a checklist. It’s a framework. It’s a lens to look at your meetings through.

I’m willing guess that your frustration with meetings is not understanding the purpose behind them. I don’t think people hate meeting. I think people hate confusing meetings.

Add clarity to your meetings and see what happens next. What do you have to lose?