Optimize your team meetings now

Team meetings are part of daily life in many organizations. However, you sometimes have the impression that they are useless or even a waste of time. For what ? Aren’t they the ideal time to discuss important organizational topics?

The poor perception of team meetings comes from the fact that the vast majority of them are unprepared and unstructured. A meeting should have two clear components: the objective of the meeting and the points of discussion. Without these key elements, you will miss out on its added value. The creation of an agenda therefore promotes the active participation of all.  And since it’s important to be prepared, don’t forget to communicate it in advance!

At the time of the meeting, you need a conductor (or a facilitator if you prefer). Its primary objective is to ensure respect for the structure of the meeting in addition to promoting a harmonious climate and atmosphere. He must, in all circumstances, start the meeting on time. Trust me, you don’t want to instill bad habits in your team for the next few times.

To promote a climate of exchange, you must have the members of the group interact in the first two minutes. If you are the only one speaking, it will remain that way throughout the meeting. Boring and unproductive, right? Otherwise, if the participants are active and the discussions go beyond the scope of the meeting, it will be important to use the agenda to get back to the basics (thank you, conductor). Make this clear from the start.

Assigning a person responsible for taking notes will allow you to lead the meeting effectively and fully listen to the participants. Also equip yourself with the necessary equipment, for example: a PowerPoint presentation or Excel tables. Visual supports allow for better memorization of information. However, you must avoid this support overshadowing you. Get to the point and put yourself forward. For meetings aimed at sharing information, particularly brainstorming activities, use a whiteboard to consolidate the information learned.

Finally, get your participants to be attentive, constructive, objective, receptive and available to contribute to the friendly and harmonious atmosphere of the meeting. Why not recall these conditions for success at the start of the meeting?

With these tips in hand, you will tell us if your meetings are still useless. The problem could certainly be deeper, but it could also easily be resolved with these few simple rules that are often overlooked. Have a good meeting!

Author

Recent articles