6 Tips to Make Your Team Meetings More Effective

If team meetings are an essential part of your business, read on for tips on how to make your meetings the best that they can be.

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Team meetings have great potential to create a sense of shared purpose, move company goals forward, and solve problems but too often they become a dreaded task that employees see as a waste of their time. If you believe that team meetings are an essential part of a well-functioning business, read on for our tips on how to make your meetings the best that they can be.

6 Tips to Make Your Team Meetings More Effective

1. Focus on interactive communication, not reporting

No one wants to sit in a long-meeting listening to a manager communicate update after update without any interaction. If you have announcements to make, particularly any that require a detailed presentation, send them in advance of the meeting so employees have a chance to read it over and come prepared with questions.

Meetings should focus on interactive communication, such as a group brainstorming session and questions and answers. One way to do this is to ask open-ended questions that encourage discussion.

2. Create a meeting agenda

Employees will be more motivated to participate in a meeting when they know its purpose and what objectives management is hoping to achieve. Better yet, involve your employees in the agenda by asking them if they have anything they would like discussed as a group.

Send out the meeting agenda the day before the meeting so employees know what to expect. Make sure to include this information:

  • Date/time
  • Location (or link to online meeting)
  • Purpose of the meeting
  • Objectives
  • Instructions for anything they should prepare for the meeting
  • List of participants

3. Make sure everyone’s voices are heard

Remind employees that you want to hear from them and that everyone’s input matters. For extroverted team members, offering the chance for each employee to speak at least once during the meeting will work well. Introverted employees may cringe at this approach. One way to help everyone’s voices be heard is to ask employees to email questions or comments they would like discussed at the meeting to the meeting leader in advance so the leader can bring them up at the meeting.

4. Add an element of fun

You don’t want your meetings to be dry and boring or your employees will come to dread them. While serious matters will usually need to be discussed, don’t forget to celebrate holidays, employee birthdays, work achievements, etc. If there is nothing in particular to celebrate, bringing in a treat or a guest speaker or even hosting the meeting at a fun venue are some ways to bring the fun into a meeting. Part of the goal of meetings should be building a sense of community. When you celebrate your employees or create a fun-shared experience, you make people feel like they are part of a group.

5. Send a meeting recap

Some employees may be excited to take notes during the meeting but they are likely in the minority. It is a good idea to have someone assigned to taking notes during the meeting so a meeting recap can be sent out afterward. The recap serves as a reminder about what was accomplished at the meeting, outlines any new goals that were discussed, and assigns new tasks that came up.

6. Ask for employee feedback

Ask employees how they feel about the way your meetings are run and for any ideas they have for making them more productive and satisfying. What worked and what didn’t? Was a particular approach helpful? Then, use their feedback to improve your meetings going forward.

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What are you waiting for? Companies that partner with a PEO benefit from 7-9% faster growth, 10-14% lower employee turnover; and they are 50% less likely to go out of business. Contact us today to get started!

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