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Know which hat you’re wearing
Meetings drift into chaos because no one is explicitly responsible for their success. The loudest voices dominate, discussions meander, and vital information vanishes into the ether. Organizations assume meetings will somehow run themselves, yet we rarely clarify who’s responsible for what.
The standard approach of only assigning a meeting owner, and leaving everything else up to chance, leads to confused accountability and missed opportunities. When one person (usually the most senior) tries to handle content, process, and documentation simultaneously, they fail at all three.
Therefore…
Distribute meeting responsibilities across explicitly defined roles that operate in service to the group. Make these roles visible at the start of the meeting, rotate them regularly to build organizational capability, and select people based on required skills rather than hierarchy.