Overview – Team meetings

Team meetings are an essential communication tactic for managing team performance. They are conducted in face-to-face (or virtual face-to-face) environments at the behest of a designated meeting leader. Properly-run meetings are one of the best ways to exchange information that is for, by and of the team. Productive team meetings are outcome-based with a clear purpose stated up front. Some companies refer to these as standups, others call them WIPs (work in progress meetings.

Grey TickThis tactic is useful for:

 

 Providing opportunities to clarify, influence and get buy-in for local issues that require the commitment of team members.
 Sharing complex information where the subject-matter affects everyone on the team.
 Communicating changes to policies, strategic direction, etc. that impact team members.
 Checking team members’ understanding of issues or situations.
 Generating ideas and solving problems to achieve specific goals.
Agreeing on priorities, assigning responsibilities and following through on assignments.
Motivating team co-operation and collaboration.
Building better working relationships.
Involving team members in decision-making and action planning.

cloudyThings to consider:

 

Plan an effective team meeting by providing advance notice to participants of the meeting purpose, date, time, duration, location, agenda, and pre-reading or preparation if required.
Conduct an effective team meeting by:

– Stating the purpose of the meeting.
– Setting expectations.
– Appointing a person to record minutes, if appropriate.
– Managing meeting time effectively.
– Creating a ‘parking bay’ for out-of-scope items.
– Recording key points covered and decisions made.
– Minuting action items, and allocating responsibilities and due dates.

Follow-up a team meeting by distributing a brief summary of the key points, including the person responsible for each action item and the agreed completion date.

Tone BulbHelpful tip:

 

Take a few minutes at the end of each team meeting to ask: “What did we do in this meeting that worked really well?” Seeking participant feedback about a meeting’s effectiveness fosters greater involvement. By making appropriate adjustments to future meetings based on that feedback, you lay the foundation for greater buy-in and support from team members.
Category: Face to Face