Are Your Team Meetings Hurting Or Harming The Business?

The team meeting. The all-important huddle. It’s a chance for members of the team to touch base, share their progress, have their questions answered, and find opportunities for collaboration. However, depending on how you ask, it might also be a tremendous time-sink that damages motivation and confuses the team as to their priorities. The truth is, it can be both, it’s all about how you use them.

 

 

What are you talking about?

You need to have a direction for the team meeting. Write out what you want to talk about, and send the itinerary to everyone else. This will give them a chance to prepare what they’re going to say, instead of humming and stalling until they remember the details they need. Furthermore, it allows them time to bring up relevant concerns. Do try to be aware of what subjects would better be a one on one conversation and what would better be an email.

 

Do all members really need to be there?

When you’re putting together a team meeting, consider who you are inviting to it when looking at the itinerary. If there are people who are relevant to some subjects, but not all, you should let them leave the meeting when you’re done with the subjects most relevant to them. Don’t make people stick around for conversations that do not involve them. You don’t need to use any more of their time than you already are.

 

Don’t make meetings both long and frequent

Considering your employee’s daily experience is essential. How often do you interrupt their day with meetings? If you’re having meetings frequently, they should at least be shorter, rapid-fire rounds before everyone has quickly get back to work. If you’re having longer meetings, aim to make them more seldom, such as once a week. In general, you do want to avoid long meetings as they have shown to be worse for engagement all around.

 

Make sure meetings don’t clash

If you need to have relatively frequent meetings, you need to at least make sure they are being well-timed. This is especially true if there are multiple teams who might have their own meetings at their own times. A meeting room booking system can help you check with everyone’s schedule and find time for a meeting that works with everyone. It ensures that every one you need is available at the right time and that you’re not interrupting them when they really need to be left to it.

 

Take notes, summarize, and follow up

Make sure that everyone comes from a meeting with a direction in mind. Take notes that serve as answers or threads that follow from questions addressed during the meeting. Write them down in a to-do list of actionable results, and send it to everyone who attended. Try to colour code the to-do list so that people can see which actions apply to them.

Team meetings can the direction-setting, energizing huddles that you need them to be. You just have to make sure they’re well organized, that they involve the people who need to be there, and they’re not taking all day.

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