5 Secrets for Women Leaders to Build Engagement and Run Effective Nonprofit Staff Meetings

Turn Wasted Nonprofit Meetings into Valuable Team Time

If you want to stop leaving your nonprofit staff meetings feeling frustrated and like they are a colossal waste of time, this is for you!

So many times, I walked into a staff meeting hoping for meaningful conversations, only to leave feeling exhausted and frustrated. Often, as soon as I got to the safety of my office, the tears flowed.

I hope your meetings aren't that bad, but I wonder if there is a similar story to yours.  

Here's the thing: we weren't taught how to run staff meetings when we stepped into our nonprofit team leadership role. So, we do them the same as our predecessors did them. In many cases, that way is archaic and ineffective.

It's time for a new way of running staff meetings. For starters, meetings should do more than check off agenda items. They are an opportunity to connect with your team, build relationships, grow your team members and make some decisions. This will boost morale and get stuff done!

With a few intentional changes to your agenda and how you run your meetings, you can turn your energy-draining meetings, where you want to poke your eyes out or scream, into productive, engaging sessions that staff and you, as the leader, look forward to.  

Here are five strategies designed to help women leaders like you run meetings that inspire connection, accountability, and progress.  

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1 ) Review Your Agenda Items with these 8 Questions

Your engaging nonprofit meeting starts with your agenda. You must put intention into preparing your well-thought-out and prepared agenda. It ensures you aren't wasting time, the right conversations are happening, and your time is well spent.

If you aren't creating and distributing an agenda beforehand, that's a good place to start.  

Trust me, I know that sharing the agenda in advance can feel terrifying. I remember that fear that bubbled up when I thought about doing it.  

• What if this gives people time to stir up trouble?
• What if they come prepared with arguments, and I'm not ready to handle them?"

Keeping the agenda under wraps until the minute the meeting started felt easier. I wanted to avoid conflict by catching everyone off guard. But it wasn't the best way for me or you.

Holding back the agenda isn't fair to your team. When your staff don't know what's coming, they feel blindsided, defensive, or frustrated. It sends the message that their input isn't valued or welcomed. That lack of transparency builds tension and mistrust over time.  

Distributing the agenda in advance gives your team the chance to engage thoughtfully. They'll have time to prepare meaningful input, anticipate decisions, and feel more confident participating. Yes, there might be tough conversations and maybe even some pushback, but addressing those challenges openly and with courage, rather than stifling them is better.  

If you still have the same agenda you've had for the last 15 years, please ditch it and start fresh. It's time to create a new agenda and refresh it for each meeting.

Here's a checklist to help women leaders like you build a purposeful, clear staff meeting agenda:

1. Is this topic relevant to the whole team? If not, move it to a smaller group discussion.
2. Can the topic be communicated via email instead? Save meeting time for discussions, not updates.
3. Do all key people need to be present to address this item? Make sure decision-makers are in the room.
4. Is this the right time to discuss it? Avoid adding unresolved or premature topics that may stir confusion.
5. What outcome do you want from this discussion? Clarify if you need feedback, a decision, or brainstorming.
6. Is there enough time for meaningful discussion? Avoid squeezing important conversations into rushed time slots.
7. Where should this item appear on the agenda? Place critical topics early and leave uplifting items for the end.
8. What action steps will follow this item? Identify who will take responsibility and by when.

With a well-planned agenda, your meetings will become more efficient, and your team will feel more engaged.

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2) Start Every Nonprofit Staff Meeting with Human Connection

Meetings in the nonprofit sector aren't just about tasks—they're about people. If you jump straight into business, you miss an important chance to create positive energy.  

My motto: Connect before you continue.

Begin each meeting with a quick check-in or icebreaker. Ask your team to share one word that describes how they're feeling or invite them to share a recent win, no matter how small. You may encourage them to express gratitude to another team member.
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I know these exercises may feel hoky or a waste of time, but these micro-moments of connection build trust and create deeper relationships on your teams. Those stronger connections help your team build stronger collaborative relationships and get through future challenges better.

3) Share Responsibility to Build Engagement Among Nonprofit Teams  

​If you're the only one talking, your meeting becomes a one-way broadcast and no one enjoys that. The meeting should be a dialogue, not a monologue.

Your job is to grow your team, and that growth may be to help them become future leaders, learn to speak up or grow their public speaking skills. Therefore, it makes sense to use staff meetings to grow your nonprofit team by giving them roles during the meeting. Rotate who leads agenda sections, facilitates an activity, or tracks action items.  

Sharing the responsibility of running a staff meeting frees up some of your energy, gives your team ownership of the meeting, and helps them develop their skills. Remember, you are investing in growing future leaders. This will also help you have people to share your workload while making them feel important, invested in and noticed.

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4) Make Action Items Clear and Track Accountability

Leaving a meeting without clear next steps means there is a good chance things will get missed, especially since everyone in the nonprofit sector is so stinking busy.

To ensure everyone is clear on their roles and learned to be more accountable for doing things between meetings, be sure to make time towards the end of the meeting to identify who is responsible for what and by when. Document these commitments so they're easy to follow up on at the next meeting.  

Identify who is responsible for what and by when.

You need to stop feeling like you're carrying the whole load. When everyone knows their responsibilities, you won't have to nag, remind, and pray that things will get done. And, there will be less chance you'll have to pick up the missed work. Things move forward with less stress and increased accountability.

5) End on a High Note with Specific Appreciation

How you wrap up your meeting will shape your team's feelings about leaving the meeting and, thus, what they do next. End with appreciation, energy, and positivity, keeping the momentum going long after the meeting.

Close with specific appreciation. Avoid vague phrases like "Thanks, everyone!" Instead, offer meaningful recognition:
"Jessica, I really appreciate how you took charge of the project timeline last week. It made a huge difference."

Specific appreciation boosts morale, reinforces positive behaviour, and shows your team that you know them, are clear on their strengths and that you care about them as a person.

After sharing appreciation, end with an energizing question. Ask,

• "What's one thing from today's meeting that excites you?"
• "How will you support each other this week?"

Don't "have time" for this? Have sticky notes on the table for everyone to write and post in the common area.

Why Effective Staff Meetings Are Key to Nonprofit Success for Women Leaders

We need to stop having our nonprofit meetings as just a time to share updates. They are opportunities for so much more. You'll need to be strategic and intentional about setting them up to get a different result.

When your meetings focus on connection, shared responsibility, and appreciation, they become a powerful tool for engagement.  

I know that as a woman leading your nonprofit, you often struggle with balancing many competing priorities. It may seem counterintuitive to invest some of your valuable energy into running a different kind of staff meeting but trust me when you do, you'll ditch the frustration and tears as I did. Investing in planning will help you reclaim control, build trust with your team, and feel more confident in running team meetings. 

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Ready to Lead with Confidence and Impact?  

The nonprofit sector doesn't always give women leaders the support and training they deserve—but that's not your fault.  

I've been where you are, juggling leadership demands while trying to find balance and confidence. I created The Training Library to provide nonprofit leaders like you with practical, on-demand courses and personalized coaching, all within reach.  

It's like having a trusted mentor in your corner, guiding you through every challenge.  
No more second-guessing. No more struggling alone.  

Inside The Training Library, you'll gain the skills and confidence to lead with ease, balance, and impact—so you can thrive at work and in life.  

Master Nonprofit Leadership—With Training, You Can Trust.  
Join The Training Library today and take the first step toward confident leadership.