Make Your Team Meeting More Effective
Is it important for teams to hold regular meetings? Well, definitely yes! Meetings matter not just to make sure the job gets done. They also serve as a great means of communication among team members, who need to have a clear understanding of the activities and needs of the team. Meetings also allow for creative brainstorming and group innovation. It is also through team meetings that work skills are developed, interpersonal relationships are deepened, and team morale is boosted.
When team meetings are considered useless or nonproductive by its members, there will certainly be a negative impact on how workers perform in their respective jobs. Thus, it is of utmost importance that team meetings be planned well and conducted systematically and with purpose.
Making Team Meetings More Effective
Aside from the obvious points about being prepared, on time, and making sure everyone is involved, there are other things that can help make your team meetings productive and effective. Here’s what you should do:
- Have a Purpose
Why is the team having a meeting anyway? Is it because it’s a requirement? Or you have a specific reason for holding the meeting? Before you even plan a meeting, you’ve got to figure out what the purpose of the meeting is. You have to make it something that your members will look forward to, and not something they think is just a waste of their time.
- Less Is Often More
Meeting your team several times a week can leave you holding meaningless team meetings. It is always better to have fewer but more meaningful meetings with your members. If certain issues arise, check if they can be addressed through one on one conversations or email messages perhaps. Meeting less frequently will increase the chances of your team meetings becoming more purposeful and useful.
- The Meeting Agenda
The success of any team meeting pretty much depends on its agenda. It is important that your agenda be specific so that participants will know what to expect from the meeting. A vague agenda can cause members to be uninterested in the meeting. Be sure also that you distribute the agenda ahead of time to allow members to make the necessary preparations for it.
- Acting As a Facilitator
There is a difference between facilitating a meeting and chairing a meeting. You’ve got to figure out what your role will be. Knowing how you should run the meeting will give you a clear idea of how you should start the meeting, how the meeting should run and how it’s supposed to end.
- Ask for Feedback
There will always be a way your team meetings can improve. But you will never know how to improve it unless you ask your team members for feedback. It would be of great help to you if you could know what they think and how they feel about your team meetings.
- Create action items and accountability
Use the ideas and decisions developed during the meeting to create action items. And when these action items are created, assign them to members of your team. Log them in your project management system and link to the meeting notes so people can refresh their memory about the meeting’s details.
- Brainstorming Sessions
While it’s good to have discussions outlined, it can also be effective to leave a time slot open in your meetings to brainstorm. Employees have unique skillsets, thought processes and talents, and this gives your team members the opportunity to feel heard.
- Work with a Mentor
If you’re not used to holding meetings with a group of people, it is recommended that you work with a mentor. This will be a great opportunity for you to learn from the more experienced individuals in the organization.