How to Call a Meeting: Purpose, Best Practices & Professional Tips

In today’s fast-paced business world, communication is key—but knowing when and how to call a meeting is just as important as the meeting itself. Meetings can drive alignment, spark collaboration, and solve critical problems—but only if they’re planned and executed effectively.

This guide explains what it means to call a meeting, when you should do it, and how to ensure your meeting is productive, professional, and respectful of everyone’s time.

What Does It Mean to “Call a Meeting”?

To call a meeting means to formally request or schedule a gathering of team members or stakeholders to discuss specific topics or issues. This can be done in person or virtually, and it typically includes sending an invitation, setting an agenda, and assigning roles.

Definition: Calling a meeting is the act of initiating a planned discussion or collaboration session to address business goals, make decisions, or exchange information.

When Should You Call a Meeting?

Not every issue requires a meeting. Use meetings when:

You need collaborative input or brainstorming
A decision requires multiple stakeholders
There’s an urgent problem that needs team alignment
You’re onboarding or rolling out major changes
You’re conducting progress reviews or project updates

Avoid calling meetings when a simple email or message would suffice.

Steps to Call a Meeting (Professionally & Effectively)

Define the Purpose

Be clear about why the meeting is needed. What decision needs to be made or what issue needs input?

Choose the Right Time

Pick a time that’s convenient for attendees. Use tools like Google Calendar or Outlook to check availability.

Send a Clear Meeting Invitation

Include:

Subject: “Marketing Strategy Sync – Monday at 10 AM”
Date, time, and location/Zoom link
Objective or agenda
Any materials to review beforehand

Prepare an Agenda

A well-structured agenda sets expectations and helps keep things on track.

Be Respectful of Time

Start and end on time. If you’re the host, guide the discussion, take notes, and assign follow-ups.

Follow Up with Action Items

Send a summary email after the meeting with:

Key takeaways
Action items
Deadlines
Next meeting (if needed)

Common Mistakes to Avoid When Calling a Meeting

No clear objective
Too many unnecessary attendees
Overly long or unfocused discussions
Poor follow-up or no accountability
Relying on meetings for issues that can be solved via email or chat

Benefits of Calling a Meeting the Right Way

When done right, meetings can:

Boost team alignment
Improve collaboration
Accelerate decision-making
Strengthen company culture
Drive project progress

Conclusion

Knowing how to call a meeting effectively is a vital professional skill. It’s not just about gathering people in a room—it’s about clarity, preparation, purpose, and results.

Before you hit “Send” on that invite, ask yourself: Is this meeting necessary? What’s the goal? Who truly needs to attend? If you plan with intention, you’ll host fewer—but far more effective—meetings.

FAQs

1. What does it mean to call a meeting?

It means to formally request or organize a group of people to discuss a specific topic or make a decision, usually by sending an invitation and setting an agenda.