Getting together as a team is essential to organize a project, making decisions collectively, or simply taking stock of an ongoing project. However, a meeting that is not sufficiently prepared may cause everyone to fall behind. For a manager, Plan a meeting and inform the team. Helps structure the conversation between team members to achieve specific goals. A well-prepared team point is an effective meeting that helps to develop concrete actions.
What is the purpose of a team meeting ?
A team meeting is a management standard. The meeting format allows the most efficient and natural exchange on all topics of team life.
The team point can bring together all the collaborators or only those concerned by the plan, that is, the subject discussed at the meeting.
On an ad hoc or more regular basis, a team meeting is also the most appropriate way to collectively deal with a particular issue while gathering the opinions and feelings of each.
Finally, bringing the team together allows for homogeneous dissemination of information so that everyone receives it simultaneously and in the same way. Misunderstandings and possible doubts can also be expressed about the timing, representing a substantial productivity gain.
How do you plan a meeting and inform the team?
The planning of a team meeting is the role of the manager, who must ensure that all the conditions are met for the exchange to take place in good circumstances.
First, defining a plan that guides the conversation is essential. It allows the definition of sub-points to be addressed later.
Secondly, the meeting organizer must take stock of the list of persons concerned with the plan. This preparation avoids inviting employees who are not or not very concerned by the subject matter. Once the list is established, the manager can ask these people, informing them of the topic and objectives of the team meeting.
Then, the meeting facilitator defines the length of the meeting to allow everyone to organize their day. In addition, setting a maximum duration helps not to disperse. During the session, reminding the end schedule can effectively bring the discussion back to the point in case of a digression.
Finally, the facilitator should remember the date of the following team item to communicate it to the staff present before the end of the meeting. If reflections have to be carried out by this point or if deliverables have to be presented, then the persons concerned have the opportunity to organize their work on their own.
Tips for an effective team meeting
Start the meeting on time
When a meeting brings together many people on different schedules, delays are inevitable. However, a good meeting facilitator should not wait until everyone has arrived to start.
First, starting the meeting on time shows respect for employees who arrived on time. Then, a discussion started on time is also more likely to end on the schedule indicated in the invitation email. Good timekeeping is essential to avoid penalizing team productivity.
Recall the primary purpose of the meeting
If the agenda must be defined before the team meeting, it must be recalled at the beginning. A reminder could be helpful even if the invitation email informed all recipients of the topic addressed during the team meeting.
The manager must consider that everyone arrives with other concerns in mind. Informing the team of the plan effectively brings everyone back to the topic.
Equal speaking time for each participant
If only the facilitator had the floor, the very purpose of the meeting would be diminished. That’s why they need equal speaking time for each participant, even though some people will speak more than others.
In addition, hesitant people should be encouraged to express their feelings and opinions on a particular issue by initiating a round table. When a team member speaks for too long, and all have understood the substance of the discussion, it may also be necessary to refocus the debate by bringing it back to the plan.
Encourage exchanges between participants
The primary purpose of a team meeting is to allow everyone to share their views on a particular topic. Therefore, the manager is responsible for the exchanges between the different participants. He must also be able to manage sometimes conflicting conversations, reformulating each speaker’s words. This last point is essential for successful team management.
At the center of the communication, he makes sure that the opinions of everyone are opposed to feed the debate and to arrive at the most favorable balance possible.
Write a report and send it to all stakeholders
At the end of the meeting, the manager can format a report containing all the crucial points discussed. It is essential to highlight the entire process leading up to the team meeting.
If points remain outstanding at the end of the meeting, he must also share them to allow everyone to continue to lead, on his side, a reflection in connection with his business expertise.