Transform Your Meetings: How the GROW Model Drives Clarity, Collaboration, and Action

The Rationale Behind a Coaching Approach

Traditional meeting styles often lean towards top-down directives: a leader assigns tasks and expects updates without fostering true engagement. However, as I pointed out in the discussion, “nobody likes to be told what to do.” This outdated approach may have worked in previous generations, but today's teams thrive on empowerment and inclusiveness. By using the GROW model, we shift from a commanding style to one that invites dialogue and participation. The power in any meeting, after all, comes from the collective insights and skills of the team members.

Many organizations today, even large corporates, make decisions based on consent. Leaders who embrace what some call “servant leadership” or “empowerment” understand that by tapping into the group’s wisdom, the team moves forward more effectively toward its goals.

What Is a Meeting?

Before diving into the GROW model, it’s important to clarify the purpose of a meeting. Meetings can serve various functions—brainstorming, problem-solving, exploring new ideas, or simply sharing updates. However, the meetings I advocate for are those with a clear desired outcome: a specific goal that needs to be achieved. Every meeting should be structured around moving from the current state to a better future state, and that’s where the GROW model becomes so valuable.

Breaking Down the GROW Model

The GROW model is composed of four key stages that help guide the meeting from start to finish. I’ll outline each stage, sharing examples and my approach, while keeping the discussion generic enough to be applicable across industries.

1. Goal

The first step in any meeting is to set a clear goal. When you walk into a meeting, spend time articulating the objective. This might involve reviewing previous notes or directly inviting a participant to restate the purpose of the gathering. For example, you might say, “Let’s begin by clarifying our goal for today. Can someone remind us why we’re here?” This not only sets the agenda but also shares the responsibility for the meeting’s success. It shifts the dynamic away from a one-way directive, ensuring that everyone is aligned with the objective from the outset.

2. Reality

Once the goal is established, the next step is to assess the current situation. This “reality check” involves asking, “Where are we now in relation to our goal?” A candid evaluation of the present state helps identify any gaps between where the team is and where it needs to be. During this stage, encourage team members to share their perspectives on what is working and what isn’t. This honest appraisal sets the stage for effective problem-solving.

3. Challenges and Opportunities

After understanding the current reality, it’s time to explore the challenges that might be holding the team back, as well as the strengths and opportunities that can accelerate progress. Ask questions like, “What obstacles are we facing?” and “What are the areas where we are excelling?” This stage often transforms into a brainstorming session where all ideas are welcome. The goal here is not to critique but to identify potential ways forward by leveraging the team’s collective experience.

4. Moving Forward

Finally, the discussion should culminate in actionable steps. Once you’ve examined both the challenges and opportunities, guide the team toward identifying clear next steps. This might involve assigning responsibilities, setting deadlines, or scheduling follow-up sessions. The emphasis throughout is on collaboration—each team member contributes to the final plan, reinforcing the belief that the power to drive change comes from within the group.

The Benefits of the GROW Model

Adopting the GROW model in your meetings offers several advantages:

• Inclusiveness: By involving team members in every step, you foster a sense of ownership and accountability.
• Clarity: Clearly defined goals and an honest assessment of the current state help prevent misunderstandings and misaligned efforts.
• Empowerment: Instead of dictating actions, you invite input, thereby empowering individuals to contribute ideas and solutions.
• Collaboration: The model naturally encourages a collaborative spirit, which is essential in today’s dynamic work environment.

During the Meeting: A Detailed Script

1. Welcome & Introductions (Set the Tone)

Facilitator (You): “Welcome, everyone. Thank you for joining. We’ll use the GROW model today to clarify our objectives, understand our current state, brainstorm possible ways forward, and decide who will do what. I value your insights and expertise; I’m here to remain neutral, ask questions, and help us reach consensus on the best path forward.”

• Motivational Insight:Avoid telling people what to do; instead, encourage them to think and contribute.Appeal to participants’ desire to actively shape the outcome.

2. G = Goal (Clarify the Purpose)

Facilitator: “Let’s confirm why we’re here. Sometimes the meeting purpose is obvious, but stating it openly helps us stay focused. In your own words, what do you believe our main goal is for this session?”

1. Invite participants to share their understanding of the goal.
2. Summarize what you’ve heard:“I heard we want to [summarize the collective goal]. Does that capture everyone’s viewpoint?”

• Motivational Insight:People prefer collaborating on goals rather than being handed them.Ensures everyone feels heard from the outset.

3. R = Reality (Assess the Current Situation)

Facilitator: “Now, let’s discuss the current situation. How close are we to achieving our goal—0%, 10%, 50%? And what factors, whether internal or external, are affecting us right now?”

1. Identify Obstacles:Resource constraints, time limitations, technical hurdles, or even mental/emotional bandwidth.
2. Acknowledge Strengths:Existing successes, effective tools, or any momentum that can help achieve the goal.

Facilitator (balancing the view): “It’s helpful to note what’s working well. Recognizing our strengths keeps us from getting stuck on the negatives.”

• Motivational Insight:Avoid creating a limiting frame by focusing solely on problems. Highlight positives to keep the energy solution-oriented.

4. O = Options (Brainstorm Possibilities)

Facilitator: “With our goal defined and our reality clear, let’s explore possible ways forward. I’m going to hold back on my own ideas initially because I really want your perspectives. Don’t worry if an idea seems out-of-the-box—let’s capture it all.”

1. Encourage Wide Participation:Let everyone share freely; ask more senior or influential participants to go last.
2. Promote “Flips”:“If we reverse or tweak this idea, does it get better? What if resources were unlimited? What if we had half the time? Let’s stretch our thinking.”

Facilitator (after initial ideas): “Thank you. We have some creative suggestions here. Let’s refine or combine them further. Feel free to question assumptions—that’s how we innovate.”

• Motivational Insight:Active listening fosters openness.By speaking last, you ensure others’ thoughts aren’t overshadowed by your own.

5. W = Will (Decide Next Steps & Commitment)

Facilitator: “Now, let’s settle on a path (or paths) to move forward. Which option feels most promising, and who is willing to lead or support each action? Let’s think about feasibility—can you handle this with your existing workload?”

1. Assign Tasks:Encourage people to volunteer rather than assign tasks for them.
2. Feasibility Check:“Are you confident you can make progress on [Action X] given your other responsibilities?”
3. Set Timelines:“When could we expect a first draft, update, or final outcome?”

Facilitator (finalizing): “Great, so [Name A] will handle [Action 1] by [Date], [Name B] will work on [Action 2], etc. Does everyone feel comfortable with these commitments?”

• Motivational Insight:By having each person declare their next steps, you generate real buy-in and accountability.Ensures group consensus on who does what and by when.

Close the Meeting

Facilitator: “Thank you for a productive discussion. We’ve clarified [Goal], explored [Reality], brainstormed [Options], and confirmed our [Will]—our next steps. I’ll send a quick summary. If anything changes or if new ideas arise, please reach out so we can adjust. I appreciate everyone’s expertise and willingness to contribute.”

• Motivational Insight:Recapping the GROW steps reinforces the structured approach.Showing appreciation supports a positive team culture.

Final Thoughts

The GROW model is not just a framework for meetings—it’s a mindset shift. By moving away from a traditional, directive approach and embracing a coaching style, you create an environment where every voice is heard, and every team member feels invested in the outcome. Whether you’re leading a small project meeting or a large strategy session, this approach can help you build consensus, inspire creativity, and ultimately drive better results.

Next time you’re planning a meeting, consider using the GROW model to set the stage for success. After all, the best decisions are made when the power truly comes from the people who are part of the team.