Team meetings are pivotal moments for assessing progress, aligning objectives, and fostering team cohesion. Like many topics I have written about in the past “Team Meetings” are something I grapple with doing well, and I write trying to illuminate my own path towards clarity. Team meetings should be both productive and engaging. I will discuss a few key elements and strategies that can be employed.
In our organization we held them monthly for a couple of years, but they felt more impactful when we started holding them quarterly. Later we moved them to three times a year and feel this is working for us. The amount of “touch points” you have with all your team members really depends on your organization.
We have tried to create a structured platform to discuss ongoing projects, share updates and address other challenges or roadblocks we were facing. We also look to provide feedback, recognize achievements, and address concerns to lead to a more engaged and motivated team. When our teams meetings go well, we are doing the following things well:
Prepare in Advance
Review previous meetings for any follow up actions or ongoing issues that need to be discussed.
Collect data: Gather any reports, performance metrics, or updates that will be discussed. Ensure that you have all relevant information on hand.
Review your calendar and outline the next few months. When we map out our calendar in advance, we gain a clearer understanding of our priorities and do a better job allocating our time and resources effectively.
Prepare your main discussion points and any questions that will help guide discussion and elicit meaningful feedback from team members.
Work with leadership to get any information you need or address in advance any issues you would like to discuss.
We give our employees “Report Cards” that give them information regarding a few things including tardies, and sick time usage. We ask supervisors to review report cards and look for any issues or concerns they see happening within their team (like constant tardiness).
We ask supervisors to talk to team members in advance if there are issues that may cause some team members to be defensive or have an emotional reaction to. We never want to violate an individual’s privacy and make them uncomfortable or singled out. We don’t want an emotional reaction that could be amplified in a public setting. One-on-one conversations in advance can give us permission to talk to the group about something or even prepare that employee.
Who deserves a shout out and how can you best articulate their accomplishment over the past few months, this is a powerful way to boost morale and reinforce positive behaviors. It is equally important to ensure that shout-outs are deserved and based on genuine accomplishments. Overly frequent or insincere praise can dilute the impact of recognition and lead to perceptions of unfairness.
Define Clear Objectives
Start with a well-defined agenda that outlines the meeting's goals. Objectives might include reviewing quarterly performance, setting new targets, or brainstorming solutions to challenges. A clear agenda helps participants prepare and stay focused, ensuring that the meeting remains productive.
Build and Talk About Systems: Systems focus on the daily process and daily habits required to achieve success, rather than focusing on the outcome. This leads to more sustainable and consistent effort and better results. When we build systems we are more flexible and adaptable when circumstances changes.
Communicate the "Why": Clearly explain the purpose behind each objective. Understanding the bigger picture helps team members see how their work contributes to the overall success of the organization.
Break Down Goals: Divide larger objectives into smaller, manageable tasks. This makes them less overwhelming and provides clear milestones to achieve along the way.
Involve the Team: Engage team members in the goal-setting process. This promotes buy-in and ensures that objectives are realistic and aligned with their capabilities and interests.
Define Success Metrics: Clearly outline how success will be measured. This could be in the form of specific numbers, deliverables, or other indicators of progress.
Encourage Open Communication
Creating an environment where team members feel comfortable sharing their ideas and feedback is crucial. Creating a culture of open communication builds trust and strengthens relationships with your team. When individuals feel heard they feel valued and are more likely to contribute.
Fostering Trust: Build a culture where feedback is seen as a tool for growth rather than criticism. Acknowledge contributions and ensure that all voices are heard.
Using Facilitators: Assign a neutral facilitator to guide the discussion ensuring everyone has an opportunity to speak.
Implementing Anonymous Feedback Channels: Tools like anonymous surveys or suggestion boxes can help team members share thoughts they might hesitate to voice openly.
Create a system for ongoing feedback beyond the quarterly meeting. This could involve regular check-ins, feedback forms, or open-door policies. Continuous feedback mechanisms help maintain engagement and address issues in a timely manner.
Actionable Takeaways
Ensure that each meeting results in clear, actionable items. Assign responsibilities and set deadlines for follow-up tasks. This helps translate discussions into tangible results and demonstrates that input is valued and acted upon. By defining concrete tasks, deadlines, and responsible individuals our organizations are better positioned to maintain momentum and focus.
We have underperformed in this area in our organization, myself included. We generally do well on where we have been but are working on getting better at describing where we are going. When team members leave a meeting with a clear understanding of the next steps in front of them, it reduces ambiguity and aligns their efforts with the organization’s objectives.
Evaluate and Improve
After each meeting, solicit feedback on its effectiveness. Ask what worked well and what could be improved. Use this feedback to refine the structure and content of future meetings, ensuring they remain relevant and impactful.
By reviewing the outcomes of meetings, including the quality of discussions, decision-making processes, and follow-up actions, teams can pinpoint any issues such as time management problems, lack of focus, or ineffective communication. This reflective practice enables teams to make informed adjustments, enhancing the overall efficiency and impact of future meetings.
We are making a concerted effort to evaluate our meeting effectiveness. This includes not only soliciting feedback, but also coaching and working with our supervisors to better meet the needs of the team. By focusing on these elements, as leaders we can run more productive and efficient team meetings that drive progress and maintain engagement.
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