Come together: A multiplayer guide to great meetings | Figma Blog (opens in new tab)
Great meetings are intentionally designed collaborative experiences, not merely calendar events or “glorified emails.” The article argues that successful meetings depend on four pillars: purpose, preparation, participation, and follow-up. Both facilitators and participants share responsibility for creating focused sessions that use everyone’s time and strengths effectively. ## Meetings as Designed Experiences - Meetings often fail because they lack a clear purpose, adequate preparation, active participation, or follow-up. - Effective facilitators design an experience that helps the team collaborate and accomplish concrete goals. - Participants also play an important role in making meetings purposeful and engaging. ## Before the Meeting: Plan for Success Preparation creates the conditions for inclusive and productive collaboration. ### Define the Meeting’s Goal - Clarify whether the meeting is intended to: - Track progress - Make a decision - Share information or insights - Build context across a team - Choose the meeting format based on its purpose. - Shishir Mehrotra’s framework groups meetings into: - **Cadence:** recurring staff meetings, standups, and project syncs - **Catalyst:** decision forums, product reviews, and design critiques - **Context:** all-hands meetings, off-sites, orientations, and one-on-ones - The right category helps determine the questions, participants, and structure required. ### Prepare and Share an Agenda - Circulate an agenda before the meeting, ideally a day in advance. - Include pre-read materials such as: - Project briefs - Documentation - Sketches - Other background information - Use an existing template rather than starting from a blank page. - FigJam templates can structure the discussion, collect participants’ ideas and questions ahead of time, and organize meetings around prompts or “provocations.” - Successful formats can be saved as reusable shared templates, while AI can help generate customized meeting structures. A practical meeting recommendation is to define the intended outcome first, then choose the appropriate format and share enough context for participants to contribute before the meeting begins.