7 Steps for More Effective Team Meetings

[Jasz]

Team meetings are an important part of the workplace. They can be used to discuss upcoming projects, share ideas and collaborate on a project. A team meeting is a chance for your employees to get together in person and spend time together as a group.

Team meetings can also help with productivity, morale and engagement. However, they can also be ineffective or even harmful if they're not conducted properly. Here are 10 tips for more effective team meetings:

1. Make sure everyone is present at the start of your meeting

2. Don't forget about face-to-face communication

3. Let everyone speak for at least 10 minutes each

4. Encourage questions from the floor and make sure everyone has opportunities to speak up if they have something to contribute

5. Set expectations for what will happen at the end of the meeting (goals and next steps)

6. Have clear ground rules in place before and after each meeting so everyone knows what's expected from them (e.g., no cellphones on speaker phones or laptops open during speakerphone calls)

7. Be sure that each member has access to all relevant information before they come into your meeting room — this includes documents, spreadsheets and any other offline materials relevant to their job responsibilities.

 

[Holicent]

Nice steps, these are relevant ideas too:

1. Talk about the big picture.

2. Share the details.

3. Clarify expectations and responsibilities for each person on your team.

4. Be friendly and open-minded during meetings, especially when you're meeting with new people or when working in a new environment.

5. Don't be afraid to challenge your team members about their ideas or suggestions, but do so in a way that respects their opinions and encourages them to contribute more.

6. If someone is not contributing during meetings, ask them what they need from you to help them get involved more actively in their work—and then do it!

7. Make sure that everyone has enough time to participate in meetings, even if they have a lot of work to do outside of them; otherwise, you risk wasting everyone's time and energy by running late or skipping important discussions altogether, which can negatively affect productivity levels over time as well as morale within the organization as a whole (especially if people feel like they're being ignored).

 

[JulietaRizas]

Giving each team member at least 10 minutes to share their insights is excellent, promoting inclusivity and diverse perspectives. Encouraging questions from the floor enhances engagement and enriches the discussion. Setting expectations and ground rules before and after meetings is a wise practice, maintaining clarity and structure. Your emphasis on providing access to relevant information beforehand is crucial for informed discussions.
As an additional suggestion, have you considered desk booking software? It can streamline workspace management. Check out Meeting Rooms Booking, Desk Booking and Workplace Analytics | UnSpot for a seamless solution.