Team meetings are a key part of building a powerful team dynamic.
Team meetings shouldn’t be a chore. Planning and running effective team meetings is an essential part of a leader or manager’s role.
And there is a stack of benefits in running effective meetings, including:
Building a feeling of togetherness or “team”
Sharing information
Asking and answering questions
Discussing important issues
Helping your team members develop the ability to think clearly
Gaining perspective on issues
Seeing how your team members interact with each other
Helping your team members work more effectively as a team
Encouraging team members to raise concerns and issues
Sharing best practice
I’m sure you’ve attended meetings that are less than productive, sometimes even a complete waste of everyone’s time!
It’s important to remember that meetings cost money. Just think about who is attending, how much they are paid for one hour of their work and you’ll see that the cost quickly adds up. It’s essential, then, that every meeting is productive and delivers the outcomes you are looking for.
To help make your meetings work, consider these suggestions:
Have a purpose for your meeting and be very clear on the outcome, or results, you want from it
Don’t try and do too much, or cover too many issues in the meeting
Plan ways of making the meeting interesting
Prepare an agenda, even if its just the key points you will cover
Start the meeting on time
Open the meeting by stating and clarifying objectives and expectations
Appoint someone to take notes, and ensure all participants take their own notes on issues specific to them (that’s them taking ownership)
Encourage participation and ensure you take a balanced approach and involve everyone
Keep discussions on track
When a decision is made, ensure it’s agreed by all participants and is recorded
Check that you have achieved the objectives you set for the meeting
Agree on team and individual actions and action plans
Seek commitment from participants as to exactly what they are going to do, and when (Commitment to Action)
End the meeting on time
Hold people accountable for the commitments to action they make
Do a cost-benefit analysis of your meetings
Be sure your meetings make a difference. Be clear on the objectives you are working towards and that the outcomes you reach support them.
How effective are your current team meetings?
Use the above points as a guide, or even as a checklist if you feel it’s appropriate, for your next team meeting.
The GROW Adviser and Leadership Capability programs cover this topic in more detail and help build a robust understanding and exceptional leadership and engagement skills.
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