Before any meeting, be sure that EVERYONE is clear about what it is you want to achieve, this will help you better manage and prioritise discussions. Good preparation is crucial, ensure that any notes, papers, material is sent around for review/comment well ahead of the meeting. Allocate specific blocks of time for each agenda item, being strict on time plays an important role in productivity. If discussions become off topic or things need to be explored in further detail, park them as items for follow up discussions. On the completion of each agenda item, summarise and move on. This helps to swiftly clarify discussion and any action points whilst still maintaining momentum.

Here’s what works for me: Set Clear Objectives: Before the meeting, I make sure everyone knows the key topics and what we need to achieve. This keeps the conversation focused. Prioritize Discussions: Not every topic needs deep discussion. I focus on what requires collaboration and table the rest for follow-up. Active Moderation: I gently steer conversations to keep them on track, but also allow space for the most important points to get the attention they deserve. Timeboxing: Allocating a specific amount of time to each topic helps maintain momentum. If we need more time, I schedule a deeper dive later. The goal is to find the right balance—engage in meaningful discussions without losing sight of the clock.

This is a tricky one. My tip is to use targeted questions to focus participant responses. Instead of open-ended prompts, ask for specific examples, critical takeaways, or top priorities, which can bring out depth without sidetracking. This approach keeps conversations pointed and actionable while allowing participants to dive into key issues. As discussions unfold, use timeboxing for each segment. Give clear, visible cues as the time winds down, signaling participants to conclude their thoughts. If an issue requires deeper discussion, capture it in a “parking lot” for follow-up rather than allowing it to slow the meeting. Reassure participants that these points will receive attention later.

If you know that discussions are going to be deep, be clear on the outcomes you wish to achieve in the meeting, as these will determine the meeting design and "chunks" of conversation the group needs to have. It may be that some outcomes are more important than others, and if so it may be appropriate to prioritise some conversations over others. It may be wiser to focus on a smaller number of topics and have a deep, rich conversation, than approach all topics at a shallow level. Surface the timekeeping "tension" with the group. Contract with them on the conversations which are most important, as they may be willing to make the decision on what's critical to address first.

- Set the agenda and be clear on the goals. - Develop a process for thought sharing. - Set timers or assign someone as the timekeeper to stay on track. - Send discussion topics beforehand so that people have the opportunity to think and be prepared to share.