These are the 15 key components of an effective and efficient team meeting – whether it’s for management, administration, sales or production.
1. Set a Time
Make it the same time every time, so that people book it in as a habit.
2. Set a Frequency
Make it consistent so that it’s booked in as a habit.
3. Select a Location
In the office, cafe or on the phone – make it the same place each time.
4. Publish an Agenda
So that the team knows what’s being covered.
5. Start on Time
Reward the organised people, train the tardy people to be early.
Thank your team for making the time to come.
7. Your Say
Allow everyone to have ‘their say’ on how they are feeling – 1 minute max. This gets participation and everyone involved.
8. Check In
Have each person talk about what they have done from the previous weeks action list. If they have done them – congratulate them. If they haven’t done them, get them to commit to getting them done and ask “how can I/we support ou on getting ti done for next week?”
9. Celebrate The Wins
Acknowledge and recognise both individual and team achievements.
10. Anything to Add to The Agenda
Give the team the opportunity to add topics they want covered.
What’s happening with the business good and bad. Important to get this out fo the way early (there can be negatives that need to be addressed) and then end with positives so that the team leave the meeting on a high.
Keep it fun and lively. Get everyone involved. (A great way to get people learning fast is to set them a topic that they need to work on as a teaching topic for them the following meeting or meetings.)
13. To Do’s For the Next Meeting
Each person is to list down the things that they will commit to doing before the next meeting.
14. Share Action Commitments
Each person reads out their commitments to the group.
15. Finish on Time
Find it difficult? Make a note at the end of the meeting to record the finishing time and aim at the next meeting to get as close to the correct finishing time as you can, until you’re finishing exactly on time.