Improve your team meetings in 4 easy steps!
By: Neil Patrick G. Nepomuceno
Feeling disengaged? Does it feel like your meetings are taking up too much time?
Team meetings are conducted to bring out the best in your respective unit, or groups that you are collaborating with. That is why managers are constantly finding ways to maximize the time and points of discussion for the meeting.
Here are four tips on how to take your meetings to the next level!
HAVE A CLEAR PURPOSE FOR THE MEETING
Setting expectations and defining the meeting’s purpose should be your first step. Ensure you have a clear purpose for the meeting. Provide the participants with an agenda or discussion points in advance, giving them time to prepare.
TIPS: Be as concise as possible when defining your purpose. Ensure that every participant understands their role and what you envision achieving at the end of the meeting.
GATHER THE ‘RIGHT’ PEOPLE FOR THE MEETING
Having the right people can make the difference between a highly effective meeting and a less effective one. Make sure that everyone you invite to a scheduled meeting is knowledgeable about the proposed subject.
TIPS: In addition to searching for the right people, you can make your meeting more productive by creating a respectful and collaborative environment during your meetings where everyone are free to voice their opinions and suggestions while respecting others when it’s their turn to share.
BEGIN WITH ‘RESULTS’ IN MIND
Now that you have an agenda and the list of attendees for the meeting, it is crucial to aim for clear and actionable results by the end of your meeting.
Skipping this step can make it difficult to identify the meeting’s direction.
TIPS: During the brainstorming process, it is essential to consider the resources and essential data before you can achieve your goal.
STRUCTURE YOUR MEETING BY INTRODUCING A PROCESS
Similar to your agenda, your meeting process should outline how your meeting is structured and how it will run. Doing this step will help you maximize the time you have for each meeting.
TIPS: Here’s an example of a meeting process:
1.) First, set your agenda and cascade it ahead of time.
2.) Define roles and identify the people who will be speaking in the meeting.
3.) For extended meetings, maintain order by establishing ground rules for your meetings.
4.) Keep track of time and minimize off-topic discussions.
5.) Close the meeting with a quick recap of your discussion.