How to open your gathering
The First 3 Minutes: Why Most Gatherings Miss a Crucial Step
Peloton roadmaps. Broadway playbills. Airplane safety briefings. What do they have in common?
They tell us what’s ahead. How we’ll get there. Who’s leading us. And why it matters. These small rituals offer big returns: they reduce anxiety, build trust, and help us stay present rather than wondering what’s coming next.
And yet, when it comes to corporate gatherings—offsites, trainings, town halls—this ritual is often missing. That absence creates a silent tax. Attendees spend precious cognitive energy trying to figure out:
What am I doing here? Will there be a break? Is this relevant to me?
It’s a small omission with outsized consequences. Without a clear opening, your audience may tune out, resist, or disengage—not because they don’t care, but because they don’t feel anchored.
The fix? Use the first 2–3 minutes of any gathering to establish four things:
1. Who are you—and why you?
Skip the resume recital. Briefly establish your credibility and, more importantly, your connection to the group. Shared experiences or similar roles create psychological safety and help participants feel seen, not talked at.
2. What will we accomplish?
Be explicit about what people will walk away with. Is it a new mindset? A list of action steps? Clarity on a change? Anchoring expectations early sets the stage for alignment and helps prevent scope creep. It lets them know they’re in the right place.
3. How will we get there?
Lay out the journey: Will there be discussion groups? Role play? Lecture and Q&A? Be clear about format and flow. When people know what to expect, what role they’ll play, and how it connects to the objectives, they’re far more likely to participate meaningfully.
4. Why does this matter?
This is the most skipped—and most important—piece. Tie the session to an organizational priority and a personal one. Why should this matter to me, today, in my role? The “why” turns passive listeners into emotionally invested learners.
Why this matters
Too often, we assume that our intent is obvious. But what’s clear to the gathering creator isn’t always clear to the people you’ve gathered. The cost isn’t just confusion—it’s disengagement, disconnection, and a missed opportunity for change.
Whether you’re leading an onboarding session, facilitating a leadership program, or speaking at an all-hands, these opening moments are your chance to build trust and set the tone.
Start strong. Your audience will thank you.
Lindsey Caplan is a screenwriter turned organizational psychologist who helps HR and business leaders design group moments that drive engagement and move people to act