Let’s face it. Most meetings don’t live up to their potential. Too often, they’re unstructured, unproductive, and leave people wondering why they were invited.

In this conversation, facilitation experts David Alan Brown and Beth O’Neill get real about the most common meeting challenges and how to handle them with clarity, confidence, and a whole lot of intention.

Check out the full video of this enlightening conversation below or keep scrolling for a brief summary of what was covered.

Here are five key takeaways from their discussion:

1. Start with Why

When people show up unprepared or disengaged, it’s often because they don’t understand the meeting’s purpose. Take time at the beginning to explain why the meeting matters, what problem you’re solving, and how each person is expected to contribute.

💡 Pro tip: Use the first 5 minutes to restate the purpose, review the agenda, and give space for people to prep or ask questions. It sets the tone for focused, meaningful discussion.

2. Don’t Just Present, Facilitate

Especially at the executive level, skip the slide-by-slide buildup. Start with the bottom line: your key message, proposal, or decision point. Then let the group ask questions and guide the conversation. Keep the deck nearby, but don’t rely on it.

3. Claim Your Role as Facilitator

Whether you’re leading peers or presenting to the C-suite, be explicit about your role. You’re there to manage the process, not the people, and to keep things on track. It’s okay to remind the group of the goal, manage time, and gently steer the discussion.

4. Subtlety is Power

Interventions don’t always require words. A small action like standing up can shift energy in the room without interrupting. Use calm body language, acknowledge contributions, and redirect without shaming. A respectful nudge can go a long way.

5. Lead with Dignity

When dysfunction shows up (someone dominates, interrupts, or derails), intervene with kindness and clarity. Reaffirm shared values like respect and productivity. Acknowledge concerns, then guide the group back to the goal without judgment.

🧠 “Say what you mean, but don’t say it mean.”

The strategies covered in this conversation just scratch the surface of the expansive facilitation tools you'll gain in our popular training Essential Facilitation™. Led by expert facilitators, this workshop will provide you with the knowledge and confidence to own any meeting room.