Why the first and last minutes of a meeting matter the most
In this article, we explore why meeting (and leadership) success lives or dies in the way that meetings are opened and closed.
I recently sat down with Samuel Schüpbach — board member, management consultant, and fellow meeting reformer.
What brought us together? A shared obsession: making meetings work for people, not vice versa.
Over coffee at Switzerland’s most iconic highway stop — the legendary Fressbalken — we swapped stories about the meeting mistakes we’ve seen (and sometimes made) in our work with executives. Despite coming from different backgrounds, we quickly found common ground on one essential truth: Meetings are won or lost in the first and last five minutes.
This article is the result of that conversation. It’s a guide to mastering those vital few minutes—so your meetings start with clarity, end with purpose, and leave participants energised instead of exhausted.
The vicious cycle of meetings running over
Does this sound familiar?
Your leadership meeting is set for 9:00 to 11:30. At 9:05 a few seats are still empty. Those present make small talk. By the time the last person walks in (ten minutes late) you jump straight into the first agenda item.
The clock is already against you. The discussion drags past the scheduled end. One by one, people slip out for their next important meeting. The cycle repeats: late start, rushed debate, inconclusive finish.
It happens more often than anyone wants to admit. And it quietly drains the effectiveness of your most important leadership forum.
Why this matters
When meetings fizzle out without a clear close, they leave a trail of confusion. Even if the conversation was brilliant, people leave uncertain, uncommitted, and disconnected.
Professor Joseph Allen’s research puts a number to the pain: poor meeting closures often lead to three extra follow-ups. Small groups trying to piece together what should’ve been clear from the start.
It doesn’t have to be this way.
All of that ambiguity can be avoided with one habit: an intentional conclusion.
Open strong
The first few minutes shape the entire meeting. Get them right, and the rest flows.
Here’s how:
- Acknowledge people. Thank them for showing up. Their time is precious.
- State your purpose and timing. Make it explicit.
- Connect to something bigger. Why does this meeting matter? Tie it to your wider goals.
- Check in. A quick round — “How’s everyone coming in today?” — can uncover blockers and boost collaboration.
Close with clarity
The last few minutes are your opportunity to tie it all together. This is where decisions stick and next steps take root.
Try this:
- Recap what matters: Don’t let key points live in someone’s scribbled notes. (Pro tip: randomly pick someone to restate decisions — it keeps things sharp.)
- Ask the big question: “Did we achieve what we came here to do?” Let the team answer.
- Set the next scene: Mention the next meeting, what’s expected before then, and which topics to prep.
- Thank people — again. And mean it.
- Create closure: Give people a moment to mentally sign off. It makes a difference.
Leadership lives in the bookends
This might look like simple meeting hygiene. But when done with intent, it becomes something more: leadership.
Starting and ending with purpose builds trust. It energises teams. And it gives your meetings the power to drive real action.
If you’re curious about how to embed this rhythm into your leadership routine, see our service offerings, or get in touch with me.