Team meetings. A chance to plan, solve and think as a workforce. But some meetings can be rushed, pointless and difficult. So, what’s the happy medium? This article delves into how to hold meetings that inspire, engage and are effective for your company.
Does it have a Purpose?
Before planning a meeting, ask yourself, why is this meeting being organised? Is there an overall purpose? Many companies throughout the world waste countless hours a year in meetings. When this time could be used for other areas of work. The meeting allows the team to catch up on the overall work structure and gives everyone an opportunity to air any questions or problems. Remind your employees of this at the start of a meeting, encouraging them to use the time wisely and be vocal. At the end of the meeting, reinforce the team goals and reflect on the objectives discussed.
Plan Everything
A meeting agenda must come with the purpose. Make a list of the things you want to be covered. This will enable you to estimate how much time should be spent on each topic whilst preventing time being wasted on unnecessary topics. If items on the agenda need extra time, arrange for a meeting to be held at a different time with relevant attendees.
If the meeting is regarding employee tasks. It’s a good idea to hold the meeting every Monday morning. Asking every employee to list out their tasks for the week and the date it must be completed by. This helps with your company organisation. Avoid postponing meetings or calling meetings last minute, as it may leave employees feeling frustrated.
Use Technology
Times have changed since digital has swept into our lives. Traditionally meetings had to take place in packed out boardrooms, however a surge in technological advancements has streamlined these communication methods and offers more options for meetings. Face to face is becoming less commonplace as more companies use skype and smartphones to communicate. Make use of these technological advancements and digitally hold a meeting with people from overseas, saving time on travel and cost.
Let Everyone Speak
If you notice one employee owning the meeting by speaking too much, say to them that you appreciate what they are saying, but before making an overall decision you want to hear from everyone. The rest of the team will appreciate you listening to everyone which will make them more likely to speak up.
Follow up on Each Meeting
After each meeting send an e-mail to all employees who attended. Reinforce the responsibilities given, tasks to be achieved and deadlines. This will keep your team on track and avoids any confusion. Try sending a monthly e-mail asking employees to evaluate meetings - What they would change? What they think works. What should be done in future? - This helps you to improve your meeting structure.
Organising a meeting is only the beginning. Use these tips to help ensure creativity, teamwork and efficiency are the result of each meeting.
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