More often than not, staff meetings are ineffective and result in a complete waste of time. However, if you want the meetings to be energizing, strengthening, and re-strategizing, then here are 7 essential tips on how to conduct effective staff meetings. Let’s make the meetings better!
7 Essential Tips to Conduct Effective Staff Meetings
A clear understanding of the purpose of the meeting
Why are we holding the staff meeting? Everyone attending the meeting must know the answer to this question. Therefore the purpose of the meeting must be accurately defined by the manager who is holding the staff meeting. Doing so will undoubtedly determine the structure of the staff meeting.
Set the meeting agenda
The meeting could be a simple update meeting or a decision making meeting.
Irrespective of the context, state the agenda of the meeting. Distribute the list of agenda items that the team will discuss during the session in advance, along with the assigned time.
No meeting is meaningful without stating the agenda.
Set the tone of the meeting
The coordinator of the meeting, usually, the manager needs to set the tone of the meeting. Is the meeting a formal or an informal one? Is it a serious meeting or light-hearted one? Set the tone of the meeting to foster cooperation between staff members during and after the meeting.
Start and end your meeting on time
Meetings don’t have to take more than the required time. By planning for the meeting in advance, they can be started and finished on time without missing any essential agenda items. On-time meetings set a professional tone with the staff and underline the importance of time with the team.
Meetings don’t have to be serious every time. Sessions can be fun, playful, and effective if done correctly. Besides, laughter is a substantial and energizing force that keeps the meeting lively and engaging.
Balance between control & flexibility
Ensure there is a critical balance between control and flexibility while holding the meetings. Follow the right approach to ensure that agendas are discussed, and the meeting is moving forward within the set time. Along with it, ensure that the meeting is flexible enough to discuss new topics that are not on the agenda.
Flexibility helps members open up and contribute to the meeting.
Record the minutes of meeting and share them
Keeping the sessions lively and recorded in a detailed manner is essential. Ensure that everyone contributes to the meeting and listen without bias. Listening to each team member will help foster the company’s culture and pays in the long term.
After a successful session, review and share the meeting minutes and action items!
A defined purpose, clear agenda, and well-planned execution makes a meeting successful. Before every meeting, do not forget to check the why, how, and what of the session.
Why are we holding the meeting? – Purpose.
What are the topics to be covered? – Agenda.
How are we going to approach the meeting? – Tone, time, and balance
And once that’s taken care of, go and rock the meeting!
Further resources: How Leaders Manage Meetings on a Daily Basis