As we embark on the final stretch of the school year, there is a familiar weight that hangs in the air. Exhaustion sets in. Morale can dip. The “finish line” feels so close, yet somehow still far away. In these moments, the meetings we hold with staff matter more than ever — not as a box to check, but as a real opportunity to connect, to honor and to inspire.
As a Gerstacker Fellow this year, I had the opportunity to dive into “The Art of Gathering” by Priya Parker, a book that challenges leaders to rethink how we bring people together. This learning couldn’t be more relevant for school leaders right now. Every gathering — especially in these final weeks — must be designed with purpose, connection, and transformation at the core. It’s not just about meeting; it’s about why we meet and how we make people feel.
Intentionality Over Routine
The first critical shift is to move away from gathering out of habit. “The Art of Gathering” urges us to define a clear purpose for every meeting. Ask yourself: Why am I bringing people together? What is the need at this moment? What is the benefit of gathering?
At this time of year, when staff members are stretched thin, every meeting must be a meaningful investment of their time. Instead of the typical agenda-driven meeting, focus your final gatherings on reflection, appreciation and recalibration. Figure out how you can raise staff voices and perspectives so they can feel valued, heard and respected.
Creating a Space of Vulnerability and Connection
To foster meaningful interaction, adjust the environment. A different location such as an outdoor space, a staff lounge transformed with intentional seating, or even a circle formation instead of rows — can disrupt the typical pattern and immediately signal that this meeting is different. (For example, my final staff meeting of the year will be held in our football stadium. Our administrative team will be hosting a strolling BBQ for all staff while honoring retirees.)
Start the meeting with an invitation to vulnerability: a simple reflective prompt like,
- “What is something you are proud of this year?”
- “What is one lesson you’re taking into next year?”
When leaders model authenticity, it helps others to be more vulnerable.
Alleviate Redundancy and Honor Time
One of Parker’s key points is to avoid redundancy. We often think more information is better, but repetition without connection breeds disengagement. Keep your message clear, focused and succinct. Staff do not need another recap of procedural items; they need acknowledgment of their efforts, recognition of their challenges, and a collective sense of purpose.
The Ending Matters
The way you close the meeting is just as important as how you open it. Too often, meetings end with vague announcements or an awkward shuffle to the door. Instead, plan a purposeful closing:
- Reflect on the collective accomplishments of the year. We usually create a team slideshow including all departments that showcases their points of pride with images.
- Visually or verbally mark the transition into the summer.
- Remind the staff that they are part of something bigger than themselves.
This final gathering can serve as both a celebration and a calibrator — recognizing individual and collective wins while unifying the team for the future.
A Final Staff Meeting to Remember
Imagine your final staff meeting not as another obligation, but as a culminating experience.
- Host a “year in review” celebration, highlighting key achievements, funny moments, and powerful stories from classrooms.
- Invite small group conversations: “What energized you this year? What will you carry forward?”
- End with a simple, heartfelt thank you that sends staff into the summer knowing they are seen, valued, and essential to the mission.
When we gather with purpose, we transform ordinary meetings into powerful moments of connection and meaning. This is the work of leadership — not just managing logistics, but curating experiences that sustain and encourage those we serve.
As you plan your final staff meetings, remember: Every gathering is an opportunity to breathe life into your team. End the year intentionally and set the stage for the new beginnings to come.
*Co-created with ChatGBT