Master the Art of Effective Meetings

In the high-stakes world of trial law, time is more than money—it’s preparation, clarity, persuasion, and ultimately, results. And yet, even the most brilliant legal minds can find themselves mired in ineffective meetings: unclear goals, endless tangents, and time lost to poor planning.

Whether you’re a senior partner or a first-year associate, these principles will help ensure that your meetings are strategic, productive, and worthy of everyone’s time.

Why Lawyers Need Better Meetings

Trial lawyers operate under enormous pressure. Every moment counts. An unproductive meeting isn’t just an annoyance—it’s a missed opportunity to prepare, align, and move the needle forward on critical matters. But here’s the kicker: most people have never been trained on how to run—or attend—a meeting effectively.

Expecting staff to know how to handle meetings without training is like expecting a kid to hit a baseball without being taught how to hold a bat. It sets everyone up for frustration.

The POA Rule: Purpose, Outcome, Agenda

Every meeting must have a clear POA—Purpose, Outcome, and Agenda. This is non-negotiable.

• Purpose: Why are we meeting?
• Outcome: What should we leave with?
• Agenda: What are the topics, how long will we spend on each, and in what order?

This framework should be included directly in the calendar invite. If a meeting lacks a POA, it simply shouldn’t happen.

Pro tip: Limit to a maximum of three outcomes per meeting. More than that, and you’re really talking about two or more separate meetings. Focus leads to progress.

Time Management: Schedule Smarter, Not Longer

One of the most game-changing principles is this: book meetings for half the time you think you’ll need.

• Have six topics? Give each four minutes, and you’re done in 24 minutes, not an hour.
• Start on time, no exceptions. “Sorry I’m late” is no longer acceptable.
• End every meeting five minutes early to allow people to reset before their next commitment.

Shorter meetings force clarity and discipline—qualities every trial team needs in abundance.

Essential Meeting Roles

To keep meetings sharp and focused, assign clear roles:

• Timekeeper: Monitors time and keeps the agenda on track.
• Moderator: Manages the conversation—keeps dominant personalities in check and draws out quieter voices.
• Parking Lot Scribe: Captures good but off-topic ideas to revisit later.

These roles ensure that discussions are balanced, inclusive, and productive.

Build a Culture of Contribution

Meetings should never be a spectator sport. If someone is in the room, they should speak up. If they don’t, then they don’t need to be in the meeting.

To encourage this:

• Speak last: Senior lawyers and partners should hold their thoughts until after junior team members have spoken. This empowers others and fosters leadership.
• Put cell phones down: No multitasking. Be present.
• Draw in the quiet voices: Amiable and analytical types often have the most thoughtful input. Don’t let them get drowned out.

Meeting Culture and Opt-Out Grace

Let people opt out of meetings if they don’t believe they need to be there—without guilt or politics. If they’re not contributing or needed, respect their time.

Equally important: Not getting invited doesn’t mean you’re being excluded. It just means that the meeting doesn’t require your input. And that’s okay.

Meeting Prep: Read the POA and Show Up Ready

Every attendee should review the POA before the meeting. Showing up unprepared is a disservice to the team.

• Read the agenda.
• Know the outcomes.
• Show up ready to contribute.

If someone hasn’t read the POA or doesn’t speak during the meeting, consider whether they really needed to be invited.

Download Our Free Fillable PDF Meeting Agenda Template

Implementing Effective Meeting Rhythms

To create a consistent rhythm and reduce ad hoc, aimless meetings, set your calendar in advance with intentional recurring meetings. Here’s a powerful framework to adopt:

The Daily Huddle (7 Minutes, Same Time Every Day)

Ideal time: 10:55 AM or 2:00 PM, when energy typically dips. This daily check-in keeps your team aligned and energized.

Standing meeting only (literally). This boosts energy and urgency.

Agenda:

• Good news (personal or work-related)
• The Key 3 Metrics (updated quarterly)
• One department update per day (rotate)
• Frustrations and broken systems (log them, solve offline)
• End with a cheer or rallying statement

The purpose is quick alignment, not detailed discussion. Save deeper dives for longer strategy meetings.

Meetings Are Leadership Opportunities

Meetings are where culture is reinforced, strategy is clarified, and leadership is grown. When you run a great meeting, you’re not just managing time—you’re shaping your firm’s effectiveness.

The skills outlined here are simple but powerful. Adopt them, train your team, and revisit them regularly. When everyone understands how to run and participate in meetings effectively, your firm becomes sharper, faster, and more united.

Because in litigation, every minute counts—and so should every meeting.