Team Meetings can be a great tool for managers. Team meetings can help
- Build collaboration
- Communicate team goals
- Set team strategy
- Build team culture
- Brainstorming ideas
- Receive team feedback
- Coaching and training
Recent research, however, shows that meetings are frequently inefficient and ineffective. According to a Harvard Business Review survey, 65% of respondents said meetings prevent them from completing their own work. Meetings are unproductive and inefficient, according to 71% of respondents. Meetings, according to 64%, miss opportunities to bring the team closer together.
In today's world of remote and hybrid work, team meetings are even more important, and managers must run the best team meetings possible. Tools like OKRify can assist in running more collaborative and structured meetings. Let us go over three stages for successful team meetings.
Planning (Before the meeting):
Planning is essential for running an efficient and productive meeting; without proper planning and a defined structure, team meetings can be inefficient and time consuming.
a) Self-clarification: "You prepare to fail by failing to prepare."- Benjamin Franklin, the nation's founding father. Prepare for the meeting by first asking yourself, What is the purpose and goal of the meeting?
b) Invitees: Determine who you will invite. And the number of people you intend to invite. Limiting the number of participants allows for faster decision-making.
c)Putting up an agenda: It is preferable to prepare with the team members so that everyone has a clear understanding of the tasks and deadlines for each participant. It thus becomes more organised and productive. Agendas can be created jointly with the team members using tools like OKRify meetings.
d)Information and Metrics: Before to the meeting, gather all necessary data and metrics and share them with the attendees. Using questions and many options, tools like OKRify meetings can help collect replies from attendees prior to the start of the meeting.OKRify Meetings can also include OKRs and KPIs in the meeting with real time status directly from Salesforce. Providing all the relevant information in one place before the meeting to the attendees can help get everyone on the same page, save time and run productive meetings in which you can make decisions.
Execution (during the meeting)
Following the agenda and framework decided during meeting planning is required for meeting execution or running.
a) Greetings: According to a well-known Hungarian proverb, "the way you greet someone determines how he will welcome you," so try to make a personal connection with members by asking how they are. How is everything going? Establish relationships with individuals rather than tasks.
b) Timing: Efficient meetings begin and end on time and adhere to the agenda. In general, the meeting should not last more than 60 minutes to avoid participants becoming engrossed and bored. So, in order to keep your team engaged, keep your meeting brief and concise.
c) Provide an outline: When meetings have clear objectives, employees usually enjoy them. Define the meeting's goal and purpose as a manager.
d) Assign people to important roles: It is critical to have a facilitator who ensures that a meeting runs smoothly and without complaints such as individual dominance, disorganisation, and deviation from the agenda. It is also important to assign someone to take notes and share them with others along with generated ideas. Assigning roles motivates participants to participate.
e) Sustain the flow: Do this by asking questions like What comes next? Can we continue? Does everybody agree? Any creative ideas? Be sure that each decision gets a follow-up at the end.
f) Action items: Clearly outline the actions to be taken, assign them to the appropriate parties, and provide a date.
g) Summarize: Be sure to summarise the information so that everyone is aware of what was discussed and the conclusions reached.
Using tools such as OKRify meetings to run the meeting with a clear agenda, document meeting notes and assign action items.
An effective meeting conclusion ensures that the meeting's goals are achieved, that all important issues on the agenda are addressed, that decisions reached during the meeting are effectively communicated, and that action items are allocated to the appropriate owners.
a) Provide the notes and action items to the participants
b) Assess the meeting's progress and information provided.
c) Make a plan for upcoming meetings.
Communication of the notes and action items can be facilitated with the use of meeting management solutions like OKRify meetings. In order to ensure that nothing falls through the cracks, OKRify meetings can also automatically carry over open items to the following meetings.
What to focus on in Team Meetings ?
Common proclamation: Keep your team members informed about what's going on in the company. Make sure to define the company's mission and vision. As a result, each employee understands their role in assisting the company in reaching its goals.
Objectives: Clearly communicate the team's goals as well as the individual goals and targets of each team member. Discuss the progress of the objectives with the team members openly.
Wins: Don't forget to acknowledge everyone's role in the success. So they can understand how important we were in achieving the goal. This raises the morale of the team members.
Open forum: Provide an open forum and set aside time at each meeting to discuss issues and challenges that team members face.
Tips to chew over:
- Give space for everyone to speak.
- Give and receive feedback.
- Start on time, assign a timekeeper
- Start with an icebreaker
- Do not get distracted from agenda unless absolutely necessary
- Encourage participation
- Have a rotative meeting organizer
- Avoid status updates in the meeting
- Use a tool to Manage Meeting Agenda, Action Item, OKRs, etc
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