How to Successfully Start a Meeting [+ Introduction Examples]

Why is the start of a meeting so important?

Have you ever been to a meeting where no one seemed prepared or a little bit interested? That usually happens when meetings get off to a wrong start. Proper introduction of a meeting is vital for it to be productive and for everyone to be on the same page.

Here are a few reasons to prove that the start of a meeting is important. 

• First impressions matter- if a meeting starts with clarity and purpose, it will engage the participants instantly. On the other hand, a poor start creates confusion and disengagement and may make the attendees feel like it’s not worth their time. 

• Grabs attention- the best start to a meeting is one that grabs everyone’s attention and brings all hands on deck. A clear statement about the goals of the meeting leaves no confusion among the attendees and ensures productivity.

• Instils energy- for the meeting to be productive, you need to ensure the attention of every member of your team till the end. Meetings thrive on energy and a well-thought-out introduction creates momentum and ensures active and productive involvement from everyone. 

• Reduces time wastage- a vague start to a meeting contributes to an unproductive end and a failed meeting. Clearly stating the purpose of the meeting at the start reduces the time spent on irrelevant subjects. 

So, making a meeting successful is not just about saying a few words, it’s about using those few words in an artistic way to ensure everyone’s attention, enthusiasm, and involvement. When the missing is clear early on, there’s only one way for the meeting to end; purposefully. 

IEEI: The Right Way to Start a Meeting 

Meetings are a universal phenomenon. Mustn’t there be a way to kick off things the right way in a meeting? Well, there’s a way, it’s called the IEEI framework. It’s a simple yet effective method to structure your meeting introductions that boost the energy of a meeting room. This framework works for everyone who is wondering how to start a meeting in teams or how to begin a meeting in the best way possible.

Here is what the IEEI framework stands for.

Inform 

Making sure everyone in a meeting knows why they are there is the first rule of the meeting. Starting the meeting off with a clear introduction to its objectives eliminates confusion and inspires active participation. Don’t open with vague remarks such as “We need to discuss something”, instead, try being more specific such as “Today, we will finalize assigning tasks for the new marketing campaign”. See how that makes a huge difference?

Excite

Meetings aren’t exciting stuff, that’s the bold truth, but they can be if you do it right. The second step in the IEEI framework is to excite the team members for their active participation. Start with stating what’s in it for them, for example; “If we wrap this project quickly, we will be ahead of time and can celebrate early”. 

Empower 

People are more likely to engage in matters where they think their input is valuable. Empower the participants of the meeting by showing them that they play a vital role in achieving the goals of the meeting. Try saying; “Your feedback is valuable, so don’t hesitate to share your thoughts”.

Involve

It doesn’t do anyone any good if the participants don’t give words to their thoughts. It’s time to make your team members start talking. Start with open-ended questions or a quick poll to lock everyone in. For starters, “What’s a quick win we can achieve right now” would be a fun icebreaker.

Meeting Introduction Examples: The Power of First Impressions 

Meeting introductions differ based on the type of the meeting. Here are some introduction meeting examples for different types of meetings.

Project Kick-Off meeting 

Hello everyone, hope you guys are all doing well. My name is [  ] and I have been assigned leadership of this project. This meeting will last for 45 minutes and the goal of this meeting is to set the foundation for this project’s success. I want to take a moment to encourage you to let us in on your thoughts and ideas. By the end of this meeting, we should have a clear timeline, roles, and action items needed for the fulfilment of the project. So let’s start.

Brainstorming session 

Good morning, every morning. What a beautiful day outside, isn’t it? Ok, let’s start quickly because we have a tough task at hand today. We have to come up with at least three new ideas for our marketing campaign. I want you to put on your thinking caps and come up with something innovative. I encourage everyone to keep an open mind and please, don’t hesitate to share your valuable thoughts. Let’s keep it fun and concise so we can wrap it up in 30 minutes.

Virtual team meeting 

Hi, everyone. First of all, thank you to everyone for taking the time to participate in this session. We have a few very important matters at hand regarding the project. I know that virtual meetings can feel a bit distant but let’s try to keep this session as interactive as possible to reach our goals in time. I encourage everyone to keep their cameras on and feel free to unmute and contribute whenever you want. 

Additional tips to start the meeting 

Here are a few additional tips on how to start teams meeting.

• Setting the tone for the meeting- to help the participants ease into the session, you have to set the tone of the meeting from the start. Use a high-energy tone when it’s time for brainstorming and if it’s a strategic discussion, use a calm focused tone. 

• Engaging participants from the start- an efficient way to engage your team members in the discussion from the start is to acknowledge them by their names. Try using fun icebreakers to ensure early participation.

• Clarifying the meeting’s purpose and agenda- start the meeting by confirming the meeting duration and use one or two sentences to introduce in meeting the goal or agenda of the session. Verify if everyone’s on the same page.

• Conferencing setup to enhance the meeting experience- virtual meetings can be tricky, especially when attendees feel disconnected. To ensure that everyone stays engaged, consider using some smart audio visual setup, like a 360 video conference camera with built in mic and auto-tracking technology. This setup allows the camera to follow the speaker as they move, ensuring that no participant feels left out, no matter where they’re sitting. A smooth, uninterrupted camera experience, along with a solid video and audio setup, will help create a more interactive and inclusive meeting environment. Log in five minutes early to test everything and make sure the camera is positioned to capture everyone.

  

• Don’ts of meeting introductions 

Here are the don’ts of meeting introductions:

• Don’t ramble and keep your opening remarks crystal clear.

• Don’t skip the introductions especially when it’s a new group.

• Don’t be hasty, instead take a moment to ensure you have everyone’s attention.

• Don’t dominate the conversation, give others the time and space to speak.

Conclusion

In a nutshell, a strong start leads to a strong finish. Meetings are usually considered a mundane routine that no one seems interested in. That’s not the way it should be. As a team leader, you need to know how to start a team meeting and you must make your team members feel welcomed and important. Start your meetings with clarity and purpose and engage everyone from the start. Don’t overlook the importance of a fun icebreaker and utilize the latest and quality conferencing setup if you are running virtual meetings. In the end, be friendly, affirmative, and open, and make sure that the purpose or goal of the meeting is fulfilled. 

FAQs

How to make my introduction more engaging in an online meeting?

It’s always harder to keep everyone engaged in a virtual session. The best way to start an online meeting is by utilizing interactive and fun elements, such as icebreakers and quick polls. But to take engagement to the next level, try to use a 360-degree conference camera, which ensures that every participant, no matter where they’re sitting, feels seen and heard. 

Additionally, acknowledging the participants’ effort to join the meeting is important—it can be hard to find the time, especially in a remote setting. Keep your tone friendly and be open to ideas, and let your setup enhance the connection!

How do I introduce myself in a meeting for the first time?

Whether it’s an online meeting or a physical session, always start with clearly stating your name and role in the company. After that, talk about your role in the meeting and move on to the topic. Keep it short and to the point so there’s no confusion among the participants.

How do i start a meeting on a positive note?

Using a friendly tone is never a bad thing to do in a meeting. To start the meeting on a positive note, share some good news about the project and congratulate everyone on their efforts. This will encourage your team members to participate actively.