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.
This 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.
Things 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.
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