- Kevin Sanders
- Jul 26
- 5 min read
July 26, 2025
Read Time - 4.5 minutes
“The best meetings are conversations that lead to shared action—not updates that drain your time.”
— Adam Grant
Every August, I have to admit: I’m probably more excited about students and faculty returning than they are.
They’re coming off research leave, beach trips, or a few blissful weeks of not checking email. I’ve spent the summer planning, color-coding agendas, and imagining how to start the year strong.
So when that first faculty meeting rolls around, I’m like a camp counselor with a clipboard—ready to welcome everyone, map out the week, and jump into the fun.
And faculty? Well… they arrive like campers on day one. Some are eager and energized. Others are a little anxious, still adjusting to being back.
And a small few? You can tell they were dropped off with a name tag and a look that said, “I’m just here until pickup.”
They’re doing their duty.
Everyone’s in a different headspace—and that’s exactly why how we start the year matters.
Why Your Faculty Meeting Might Be Sending the Wrong Message
You want your opening meeting to bring people together—to reconnect after the summer, align on goals, and set a tone of shared purpose for the year ahead.
Even with the best preparation, what faculty hear isn’t always what we intend to say.
Instead of inspiration or clarity, they often hear:
“Here’s 90 minutes of calendar reminders and policy updates.”
“This is a one-way conversation—just sit tight.”
“We’ll talk about community later. Right now, we’ve got to get through the checklist.”
And whether it’s said out loud or not, the subtext comes through loud and clear:
“This meeting is a formality. The real work starts once the semester begins”
But here’s a reminder: your first meeting is real work.
It’s not just about information—it’s about tone-setting, trust-building, and reminding people they’re part of something worth being excited about.
When that moment is bloated, overly scripted, or forgettable, it sends a quiet but damaging message:
Gathering together doesn’t really matter.
And in higher ed—where autonomy is prized and time is precious—that message lingers.
Faculty don’t need more meetings.
They need a reason to believe in the people in the room, and the purpose of the work ahead.
Miss that chance, and you don’t just lose time. You weaken the sense that time together is worth it.
The 5 Most Common Faculty Meeting Fails
I’ve committed every one of these.
The good news? You don’t need to overhaul everything—just avoid these traps, and your meeting will already stand out.
1. The Info Dump
It’s tempting to run through every policy, date, and deadline all at once. But after months away, no one can absorb that much—and it sets the tone that this meeting is about compliance, not connection.
✅ Fix it: Send a digital “Welcome Packet” 48 hours ahead. Use your meeting for what can’t be emailed: shared context, live discussion, and decisions that need the room.
2. The Misaligned Agenda
You planned a kickoff. But your agenda feels more like a checklist. When it’s 90% updates and 10% interaction, people check out.
✅ Fix it: Shift the balance. For every 30 minutes of content, build in 10–15 minutes of engagement—small-group discussion, table prompts, or structured reflection. Dialogue builds buy-in.
3. No Framing, No Focus
Without a clear theme or guiding question, meetings feel like task reviews instead of a shared launch.
✅ Fix it: Start with purpose. Open with a compelling question that sets direction:
“What do we want to be known for this year?”
“What’s one thing we’ll do differently—and better?”
Lead with the why. The rest follows.
4. Skipping the Emotional Work
Faculty are human first. If you skip the reconnection, you miss the trust-building that makes everything else possible.
✅ Fix it: Open with something personal—but purposeful. Try:
“What’s one thing you’re looking forward to this year?”
“What recharges you when the week gets hard?”
“What’s a small win from last year that still sticks with you?”
These aren’t icebreakers. They’re community builders.
5. Trying to Do Too Much
An overstuffed agenda is a silent signal that everything is important—which usually means nothing gets traction.
✅ Fix it: Be ruthless. Pick one strategic priority to explore deeply. Let other updates live in email. Focus isn’t just efficient—it’s generous.
A Better “Welcome Back” Faculty Meeting
This is one of the few times all year when people actually slow down—and your meeting can do more than just check boxes.
Done well, it can:
✅ Reconnect the people
✅ Reaffirm the purpose
✅ Reset the focus
So don’t let it become just another meeting with snacks.
Here’s a simple format I’ve used—and seen work—in departments large and small. It balances structure with humanity, big questions with small wins.
A Few Days Before
Send a short “Welcome Back” packet that includes:
Key dates, logistics, org charts, and policy updates
A short 3-question reflection (ask faculty to bring their responses or submit ahead of time):
What are you proud of from last year?
What’s one thing you’d like to improve in your role or area?
What would make this year feel meaningful to you?
This small step shifts the tone from passive attendance to intentional engagement.
Sample Welcome Meeting Agenda (90–120 minutes)
Time | Topic |
15 minutes | Welcome & Vision for the Year |
30 minutes | Faculty Roundtable (1 min each: proudest moment from last year) |
30 minutes | Strategic Focus Discussion (e.g. enrollment, curriculum, advising, student success) |
30 minutes | Small Group Discussion: “What’s one thing we want to do better this year?” |
15 minutes | Wrap-Up & Shared Commitments |
Leadership Tips to Make It Work
Use round tables, not rows. The room setup signals collaboration before you even speak.
Mix it up. Use name cards or table assignments to connect faculty who don’t usually interact. New insights come from new combinations.
Assign a notetaker. For every key takeaway or next step, make sure someone owns the follow-up.
Protect the purpose. Don’t try to cover everything. Focus on culture, clarity, and shared momentum.
End early. Always. Finishing 10–15 minutes ahead builds trust and leaves energy in the room.
The Bottom Line
A great faculty meeting doesn’t need bells and whistles.
But it does need purpose.
Use this moment not just to inform—but to reconnect, reframe, and reset.
Because the way you open the year?
It echoes long after people leave the room.
Try This Before Friday
Audit your agenda.
Pull up the schedule for your next kickoff or retreat. Ask:
What items can be emailed in advance?
What deserves discussion?
What topics are good opportunities for faculty to engage with each other?
Then reallocate time. Even 20 minutes of meaningful conversation can shift a meeting’s entire tone.
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