10 Types of Meetings (and How to Run Each One Well)

Meetings are part of every business—and they come in all shapes and sizes.

From quick team check-ins to client consultations, brainstorming sessions to partnership calls, each meeting type plays a different role in how your business communicates and grows.

In this guide, we break down 10 types of meetings that are almost guaranteed to land in your calendar, along with specific advice to help you run each one more effectively.

Before you add a meeting to anyone’s calendar—especially a client’s—make sure it’s truly necessary. Most meetings fail not because of bad intentions, but because of bad preparation. In fact, research from Atlassian shows that meetings are ineffective 72% of the time. That’s a lot of wasted hours.

Here are the three essentials to check before hitting “send invite”:

If your meeting doesn’t have a defined outcome, it probably doesn’t need to happen. Be specific: Are you trying to make a decision, get input, review progress, or resolve an issue?

Writing down the goal in your invite helps everyone align. It also keeps the meeting from drifting off track. If you can’t explain the “why” in one or two sentences, consider an email or Loom video instead.

Meeting agendas aren’t formalities—they’re time-saving tools. A simple bulleted list sent in advance helps attendees come prepared with questions, updates, or context.

Ideally, share the agenda at least 24 hours ahead, even if it’s rough. For recurring meetings, keep a living doc that builds week to week. Use timeboxes to stay on track (e.g., “5 min: wins / 10 min: blockers”).

To run productive meetings, you need to invite the right people. That means thinking critically about who really needs to be there. Does Sarah from the finance team need to be at the weekly marketing meeting? Probably not. 🤷

The more people you add, the less focused the discussion becomes. If you're not sure who to include, use the RACI framework:

• R = Responsible (does the work)
• A = Accountable (owns the outcome)
• C = Consulted (gives input)
• I = Informed (kept in the loop)

Only invite the R and A by default—loop in C or I as needed, async if possible. If someone’s role isn’t clear or their presence won’t impact the outcome, leave them off the call.

Fewer people = faster decisions and fewer distractions.

External meetings involve people outside your organization—clients, partners, prospects, or vendors. These conversations are often higher-stakes, since they impact revenue, reputation, and relationships.

Here are the most common types of external meetings and how to run each one well:

Client meetings are used to build relationships, present solutions, and ensure ongoing satisfaction with your work. These meetings can include discovery calls, project updates, contract negotiations—even the tough conversations, like ending a working relationship. Done well, they help you gather feedback, understand evolving client needs, and uncover upsell opportunities.

💡 Tips for better client meetings:

• Come prepared with specific questions. Focus on their goals and pain points before jumping into solutions. Tailored questions show that you’ve done your homework and help you uncover valuable context that generic discovery calls often miss.
• Listen more than you talk. Especially early on, clients want to feel understood—not pitched. Active listening builds trust and ensures you’re solving the right problem, not just delivering a service. AI notetakers like Fathom will actually alert you if you’re speaking for too long.

• Plan for the whole relationship arc. Whether you’re asking for a review, discussing next steps, or navigating a difficult transition, approach each conversation with structure, clarity, and empathy. Being proactive about how you manage the full arc of the relationship builds trust, reinforces your professionalism, and ensures a smoother experience for both sides.
  

As David Jakovac, owner of Altitude Performance and Health, puts it:

As soon as people walk through the door, you have to be able to help them out and make them feel special. But if the quality of the product or service isn’t good, they’re not coming back.”

That applies to meetings, too—start strong, listen attentively, and deliver value.

Client meeting agenda template

Need a simple agenda for a check-in meeting with a client? Modify this one.👇

(Client meeting agenda templates)

Sales consultations, often positioned as free intro calls by coaches, consultants, and service providers, are designed to qualify leads and convert them into paying clients. These meetings give you a chance to understand the prospect’s specific situation, demonstrate your expertise, and explain how your services can meet their needs.

💡 Tips for better sales consultations:

• Diagnose before you prescribe. Ask thoughtful questions about their challenges, goals, and what they’ve already tried. Clients are more likely to buy when they feel understood. Avoid jumping into features or packages too quickly. Instead, take time to fully understand the problem before suggesting a solution.
• Be transparent. Share pricing, timelines, and expectations clearly. Your goal is to build trust and filter out poor-fit leads early. Being upfront helps avoid surprises later and shows that you’re confident and fair in how you run your business.
• Lead with value. Even if they don’t convert today, a helpful consult leaves a lasting impression. Offering one or two useful insights or resources during the call can create goodwill and keep your name top of mind.

Pro tip: You’ll come across as extra professional if you send a meeting agenda in advance. Don’t have one? Here’s a template you can use.👇

Discovery call agenda template

Partnership meetings are used to explore ways to collaborate with other businesses that serve a similar audience. These conversations often focus on creating referral relationships, launching joint services, running co-marketing campaigns, or sharing resources. The goal is to build something mutually beneficial.

💡 Tips for better partnership meetings:

• Look for a natural fit. The best partnerships happen when each side brings something unique to the table. If it feels forced or overly transactional, it probably won’t last. Start by finding shared values and audiences before diving into logistics.
• Think win-win from the start. A good partnership makes both businesses stronger. Clarify expectations early, but stay open to creative ways to support each other.
• Stay in touch even when you’re not “doing business.” Strong partnerships are built on trust, not just transactions. Share opportunities, refer clients, or simply check in to maintain the connection over time.

Find other people who do similar things to you, but maybe not exactly the same, because that can be a source of referrals. There are several PC consultants whom I send a lot of work to, and they send me work.”

– Mike Brogan, founder of Mike Brogan Consulting

Vendor and supplier meetings are held with the companies that provide critical products or services your business relies on. That can be software, printing, packaging, equipment, fulfillment, or services.

These meetings are your chance to negotiate better pricing, review the quality of service you’re receiving, resolve ongoing issues, and explore new offerings. More than anything, they help you build strong, reliable relationships with the people who help your business run day to day.

💡 Tips for better vendor meetings:

• Treat vendors as partners, not adversaries. A collaborative tone builds goodwill—and goodwill often leads to better pricing, faster support, and flexibility when things don’t go as planned.
• Be honest about what’s working (and what isn’t). Vendors can’t fix what they don’t know. Use these meetings to surface pain points early and work together on solutions.
• Ask about upgrades or new offerings. Staying curious can lead to discounts, product bundles, or tools that streamline your workflow and reduce costs.

Internal meetings are where your team aligns, solves problems, shares progress, and collaborates on new ideas. Unlike external meetings, these are completely within your control—how often they happen, who’s invited, and what structure they follow. But they can still go off the rails without a clear purpose and preparation.

Below are the most common types of internal meetings, along with tips to make each one more effective for your team.

Team meetings bring together a group of employees who work on the same projects or functions. These meetings are used to align on goals, share updates, track progress, and solve shared problems. They’re a chance to ensure everyone is rowing in the same direction and has visibility into what others are working on.

💡 Tips for better team meetings:

• Stick to a rhythm. Weekly or biweekly meetings help create predictable touchpoints for the team. Keep them short and focused—30 minutes is often enough when the agenda is clear. One important caveat is that while repetition and routine are great, you should still be intentional about continuously improving this meeting, whether it’s changing the frequency or the agenda.
• Rotate responsibilities. Let different team members run the meeting, take minutes, or share wins. This increases engagement and helps everyone feel more ownership.
• Use a shared agenda. A living doc makes it easy to track topics, carry over open items, and avoid starting from scratch each time. Speaking of agendas, if you don’t have one, here’s a template that you can use.👇

Team meeting agenda template

(Source)

If it’s your responsibility to coordinate a recurring team meeting, you’re probably stressed thinking, how the heck am I going to find a time to meet that works for everyone? That’s exactly why scheduling tools like YouCanBookMe (YCBM) exist—to take the mess out of scheduling.

With meeting polls, you simply propose a few time options and let your team vote on what works best. Everyone’s availability is collected in one place, and once responses are in, you can lock in the best time without any back-and-forth. Simple as that!

Check-in meetings are short, regular conversations focused on individual progress, blockers, and priorities. They’re typically held between a manager and a direct report or between teammates working closely together. These meetings help keep momentum going, surface issues early, and ensure that no one feels stuck or siloed.

💡 Tips for better check-in meetings:

• Keep it consistent and lightweight. A 15-minute check-in once a week is often enough to stay aligned without creating meeting fatigue. You don’t need a heavy agenda—just a reliable rhythm that makes space for quick course correction.
• Focus on what’s current. Talk about recent progress, today’s priorities, and anything getting in the way. These meetings aren’t for long-term planning—they’re for keeping work moving forward in real time.
• End with the next step. Even in short meetings, it’s helpful to clarify what’s happening next. A clear takeaway or action item keeps things productive and forward-looking.

Don’t have an agenda for this one? We’ve got your back!

Check-in meeting agenda template

Retrospective meetings (or "retros") are used to reflect on a project, sprint, or time period after it’s complete. These meetings help you look back on what went well, what didn’t, and what could be improved. The goal is continuous improvement—not assigning blame, but identifying better ways of working together.

💡 Tips for better retrospective meetings:

• Create a safe space. Encourage honest feedback without fear of judgment. When people feel psychologically safe, they’re more likely to share insights that lead to real improvements.
• Use a structured format. A great framework for retros is the “Start, Stop, Continue” exercise. At the start of the meeting, use a digital whiteboard or a real one and have team members add stickies to each section. " A clear format helps keep the conversation balanced and prevents it from turning into a complaint session.

(Source)

• End with action items. Capture specific next steps and assign owners. Otherwise, the same issues will likely show up again in the next retro.

Brainstorming meetings are working sessions where a team comes together to generate ideas, solve creative challenges, or explore possibilities for a new project. These meetings are useful when you need fresh thinking—whether it’s naming a product, planning a campaign, or improving a customer experience. The goal is to create a high volume of ideas first, then narrow down and refine the best ones later.

💡 Tips for better brainstorming meetings:

• Set constraints. Give the group a specific prompt, time limit, or theme to work within. Constraints actually increase creativity by narrowing the focus and avoiding blank-page paralysis.
• Encourage all voices. Some team members need space or structure to share ideas. Try silent brainstorms (like using sticky notes or a shared doc) before opening it up to group discussion.
• Separate ideas from evaluation. Hold back on judging or ranking ideas until later. Brainstorming is about possibility—editing too early can shut down fresh thinking.

1:1 meetings are regular, private check-ins between two people—usually a manager and their direct report or peer-to-peer syncs. These meetings are a space to talk about progress, challenges, career development, or anything that might not surface in a group setting.

Unlike status updates, 1:1s are about building trust, supporting growth, and solving issues before they become problems.

💡 Tips for better 1:1 meetings:

• Make it employee-led. Give the other person room to shape the agenda (if you don’t have one, we share a template with you below👇). This creates a space where they feel comfortable sharing what’s really on their mind.
• Mix short-term and long-term topics. Talk about current work, but leave space for career goals, feedback, or support needs. 1:1s are where bigger conversations often start.
• Follow up in writing. A quick summary after the meeting helps keep things actionable. It also builds accountability and shows you’re listening.

1:1 Meeting agenda template

All-hands meetings bring everyone in the company (or a large department) together at once. These meetings are used to share big updates, celebrate wins, align around strategy, and build a sense of connection across roles and teams. Whether monthly or quarterly, all-hands meetings help everyone see the bigger picture and understand how their work fits into it.

💡 Tips for better all-hands meetings:

• Keep presentations tight. Long slideshows lose attention fast. Stick to clear, high-level messages that apply across the team.
• Highlight team contributions. Celebrate individual and team wins publicly. A quick shoutout or success story helps people feel seen and appreciated.
• Make it interactive. Use polls, Q&A, or shoutouts to bring in voices from across the org. Participation makes even large meetings feel personal and engaging.

An easy way to schedule meetings

Every meeting on your calendar should serve a purpose, respect people’s time, and move work forward. Whether it’s a one-on-one with a team member or a strategy session with a new client, the way you plan and lead makes a big difference.

In this guide, you’ve learned how to prepare for different types of meetings, run them more effectively, and avoid the traps that make meetings feel like a waste.

Once you know how to lead great meetings, the next step is making them easier to schedule. YouCanBookMe helps you take the back-and-forth out of booking so your focus stays on the meeting itself. Try it for team syncs, client calls, and everything in between. Better meetings begin with better scheduling.

Sign up for free today!