As others have said, at the very least you need a clearly defined Chairperson, and a clearly defined Agenda. It's useful to also state required participants for

As others have said, at the very least you need a clearly defined Chairperson, and a clearly defined Agenda. It's useful to also state required participants for each meeting (by billet, not by name), and especially the Information Exchange Requirements. What are the pieces of info that feed into decisions made at the meeting, and what are the expected output products? Who is responsible for each input? What format should they be (PowerPoint slide, text document, etc.)? It also helps to have a standardized format for documenting and disseminating information about the structure of your meetings. Here's an older format example of what we use in many US military Joint Task Force headquarters: https://studylib.net/doc/5573463/b2c2wg-7-minute-drills-and-tf-one-team-battle-rhythm https://studylib.net/doc/5573463/b2c2wg-7-minute-drills-and-... Here's a further description of the concept: https://realkm.com/2021/10/11/organization-management-rhythm-part-6-1-tools-7-minute-drill/ https://realkm.com/2021/10/11/organization-management-rhythm...