Did you know that around 15% of remote workers perform house chores during online meetings. (Source~ Zippia)
Have you thought about why this happens? Why’s it easier to zone out during meetings rather than the daily tasks? How to improve team meetings?
It’s because most meetings lack proper planning ~ and this can cost a lot. When we say planning, we don’t mean sending meet links, writing the agenda, inviting team members, etc. You need to get creative here ~ your agenda determines the major interest an employee takes. How you set the tone of your meeting is also super important.
Let’s ponder upon 8 tips to conduct effective team meetings and encourage better participation.
8 tips to ensure effective team meetings
Only conduct a meeting if you really need it
We, at Springworks, are an async organization and we love to have conversations majorly through text. We try to keep as few meetings as possible and it has worked wonders.
And it will for you as well. Less meetings will tend to save extra hours and energy for employees to complete their tasks. But we get that some important discussions are only possible through calls and that’s why it’s good to prepare some ideas for team meetings prior to the meeting. Let’s see what else you will have to take care of.
Spice up the agenda
No one is going to want to attend a meeting with a boring agenda. And even if they do, they’ll expect it to be a snoozefest. Agendas are supposed to convey the purpose of team meetings. Spice it up with exciting ideas like “Brainstorming session to come up with a team mascot” or create a contest to come up with a solution to a challenge together as a team. Make sure to add relevant agenda items too, but don’t be afraid to have a little fun with it or gamify it.
Keep It Short and Focused
If you think people are listening throughout a 2 hour meeting, you’re in for a surprise. It’s extremely crucial to keep your team meetings short and to the point.
Stick to the agenda and avoid tangents that are not related to the meeting’s objectives. The shorter it is, the better meeting engagement your team members will have. Trust us, you’ll yield better results from a 20 minute meeting rather than an hourly long meeting
Encourage participation from the team members
Nothing is more boring than a meeting where people are silent or awkward to talk. Encourage everyone to participate by assigning tasks and projects, or by asking for feedback on current initiatives. Make sure everyone’s voice is heard and appreciated.
For instance, when you call in a team meeting where someone expresses a challenge they’re facing, you can invite the entire meeting to think of possible solutions and suggest on the spot. Prepare such team meeting topics for discussion.
Make sure to keep some time out to celebrate successes as a team or highlight some achievements by individuals. Congratulate them for a job well done.
It will act as a feel-good factor because who doesn’t like a few compliments from their manager. This can actually spice up their motivation to do even better.
Don’t follow the “all work and no play” rule
Make sure that, alongside your regular discussions, you have some fun topics for team meetings at work. This can be a great way to break the ice and build relationships between team members. These activities can be anything from virtual escape rooms to in-person team-building exercises, trivia games, and more. The idea is to create a fun and relaxed atmosphere where team members can bond and get to know each other better.
Start with a Positive Note
All effective team meetings start with a positive note. How you start a meeting says a lot about the tone of the entire meeting. It gives a gist of how it is going to look like.
Begin by acknowledging team members’ accomplishments, congratulating them on a job well done, and thanking them for their hard work. These are some ideas of team meetings that can help with a positive start and will build morale engagement during the meeting.
End on a High Note
Similar to starting on a positive note, ending the meeting on a high note is equally important.
Take a few minutes to summarize the key points discussed during the meeting and reiterate the objectives. Thank the members for participating, and end the meeting on a positive and uplifting note. This will help to leave team members feeling energized and motivated to work towards achieving the meeting’s objectives.
In conclusion, effective team meetings need not just be a means to discuss work, but also to connect with each other. You can encourage people to brainstorm and share ideas. This gives them the confidence to be an active participant and hence, keeping the meeting more engaging and yielding better results in terms of team bonding.
How do you boost a team meeting?
- Set clear objectives and an agenda, that is the purpose of team meetings
- Encourage participation and meeting engagement from all team members
- Use visuals such as slides or whiteboards to aid communication and understanding
- Set ground rules for communication and ensure everyone has a chance to speak
- Follow up with action items and accountability measures after the meeting
What are the 4 P’s of a meeting agenda?
- Purpose: Clearly define the purpose and objective of the meeting
- Participants: Identify who will be attending the meeting and their role in it
- Plan: Create a detailed plan and agenda for the meeting, including the topics to be discussed and the time allotted for each item
- Preparation: Outline any necessary preparation that attendees should complete before the meeting
What are the 5 elements of effective team meetings?
- Agenda: A detailed plan and outline of the team meeting topics for discussion
- Participants: The people who will be attending the meeting and their roles in it
- Discussion: The conversation and exchange of ideas that take place during the meeting
- Action items: The specific tasks or assignments that are assigned to individuals or groups as a result of the meeting
- Follow-up: The steps taken after the meeting to ensure that action items are completed and progress is made towards the meeting’s objectives
How do you structure a meeting?
- Start with an introduction and review the agenda and purpose of the meeting
- Provide any necessary background information or context
- Facilitate discussion and engagement from all participants
- Keep the conversation focused and on-topic
- Assign action items and follow-up steps at the end of the meeting
- Conclude the meeting with a summary of key points and any decisions that were made. This is a key pointer to build effective team meetings.