8 Ingredients For Consecutively Successful Team Meetings

Do you know that employees spend around 550 and 750 hours during meetings each year? In organizations, there are plenty of reasons for effective team meetings. The most important one is out of habit. It happens when we put together because of the scheduled meeting without having any key agenda on a daily, weekly, or monthly basis. It normally happens when there is nothing to discuss in a meeting.

The reason for the meeting is due to the fake sense of achievement. It is the misconception that if we do frequent meetings so we are doing something better and getting things done, this is too far from true.

We all have gone through such times with the managers who love having meetings for small things. They love to gather the whole team to meet even when they have a small new idea to discuss. Some colleagues want to meet with no goals, with no proper time for effective team meetings, and rarely ever any takeaways. I have personal experience of years in this kind of atmosphere, which helped me to conclude: set the meeting only when there is something worthy of an agenda to share.

The third and genuine reason for the meeting is due to share something worthy. This is the only time when we should have a properly scheduled staff meeting to discuss the agenda of effective team meetings. Know that this is the initial step to have a successful meeting with the goal. The other step is to be prepared and have better management of effective meetings. That is the main concern of this blog post.

No matter, you think that you are managing effective team meetings, I am certain that you will find something helpful in this blog to make them more worthwhile. Let’s dive into the discussion:

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1. Have A Meeting Schema With Clear Goals

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Effective team meetings usually drift from their beginning purpose. It is very easy to get off topic when many people are trying to communicate with each other, especially when it comes to video conferencing meetings with the remote team.

According to the soapbox’s guide for effective team meetings, it’s suggested to set objectives, pen down the agenda, team up ahead of time and assign characters to every person before the starting of the meeting. Consider it as a noticeable way to prevent inefficient meetings.

Make sure before starting every effective team meeting, make an agenda presenting the points to be discussed. Captivate the few minutes to perform this activity each time before meeting as it makes a huge difference in the result of your meeting. It enables you to stay and track and continuously reminds you throughout the meeting regarding the objective.

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2. Decide An End Time And Fix To It

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Having a clear agenda before the meeting will allow you to determine the amount of time allocated for it. When you locate the staff meeting with no set end time, it’s more likely to get off the topic from the agenda and topic with no end time.

Creating an effective team meetings agenda beforehand will help you determine the amount of time to allow for it. When you set a staff meeting with no end time, it’s easy to get off topic even when you have an agenda and objective.

It should be the responsibility of the meeting leader to indulge participants to keep an eye on the time. In my previous office, one of our colleagues used to keep notice of the time of effective team meetings and remind the leader of the time. If she did not do it, we would have been busy meeting all day. If you are a participant in the meeting, you should not be afraid to speak up and remind everyone regarding the time.

If you think that you are consuming too much of your working hours for constantly effective team meetings, you should keep an eye on the time. That is how you will be less likely to work on your job’s core responsibilities, use timelogger for the best time tracking software. Set up a task for meetings and make sure to time in and time out for the task, at the end of the month you can see the hours spend.

Is all the time consumed during meetings worthy or wasteful?

Take the example of your job if your boss wants you to be present in all the effective team meetings, track your meeting time for the month, if you are spending 20% and more in the meeting so keep an eye on the agenda of meetings, only go for the effective one. Ask your boss to be present in only those meetings that need your contribution as you can spend this time on other core tasks.

3. Delegate A Meeting Leader

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It is significant for effective team meetings to have a meeting leader. Without a meeting leader, confusion will arise all the time. Write down the important point for all meetings, normally the person who asked for the meeting can assign him as a meeting leader. The person will ensure to keep all the things on track during the entire session. The key activities of the meeting leader include:

  • Setting up the meeting and sending a calendar invite
  • Building up and circulating the agenda
  • Passing on talking points or time duration to each participant
  • Turning over tasks upon the end of the meeting
  • Construct your meetings count up

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4. Cut Down On Meetings

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You may know that many people in the office call meetings without any genuine purpose. Make sure to ask yourself if the information is supposed to be shared in physically effective team meetings or can be shared through email, internal memos, slack group, or any other project management tool before inviting people for the meeting. If you are spending twenty percent or more on meetings then you should revise the schedule. It is better to ask your boss to cut down the unnecessary meeting from your calendar.

The other way to eliminate unnecessary meetings from your schedule is to merge similar meetings. It is a good idea if you are the manager and discuss the same topics with the different team members. For example, can you cater your concerns in the group meeting rather than the different individual meetings?

5. Decrease The Attendees

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Same as merging the meeting can be a good move, having too many people in your effective team meetings can badly influence the quality of the information exchanges. Do not forget that when meetings have too many participants, you can end up with unclear direction, endless discussion, and too many opinions regarding the same things that can ultimately affect your decision-making process. Take time to rethink the people who should be involved in the meeting by inviting the entire team.

6. Generate Action Items And Responsibility

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Make use of the ideas and decisions created at the time of the meeting to pursue the action items. When you create the action items, you can allocate each task to all the members of your team. Log them in your project management system and connect to the effective team meetings notes so that the people can easily refresh their memory regarding the details.

Normally, it is the responsibility of the project manager to keep an eye on the process of assigned tasks after the meeting but it’s on every team member to make their notes for the progress.

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7. Convey Solutions To The Meeting

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Vasily Malishev, the founder of the app development company Messapps, said regarding remote development effective team meetings are more successful when participants compete with the solutions ahead of time.

Vasily said, “The way I see brainstorming, is it should not be an effective team meeting where you come up with solutions. Rather than the process of choosing the solution occurs in the team meeting. In my opinion, it is a good idea for people to come up with different solutions and discuss them. It will help you to have more options to consider and generally time-saving.

“If we have a problem, I ask team members to come up with 5-10 solutions. At the time of the meeting, people will present their solutions on Slack with a brief description of the solution and its main advantages and disadvantages. Depending on the number of solutions, we can either discuss it or maybe use a poll on Slack for everyone to vote.”

8. Go For An Online Collaboration Tool As A Good Substitute For Meetings

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Do you know that you can replace many of your effective team meetings with the appropriate team collaboration tools? If you are keeping many team members in the loop to discuss certain events then you can easily eliminate them by using the online collaboration tools. Ask your team the time they can contribute their input in the form of comments directly to the portal. This approach is very beneficial if your meeting is based on the general discussion and how to treat the problem. Utilizing some effective tools along with the line of project management tools or using the workplace portal will help you to make your process more efficient, but also record and document the learning and contribution of each team member made to the subject.

The amazing solution for replacing these random meetings is timelogger tasks. On prime of its project management functionality, the web application of timelogger has other great features established to replace meetings. You can use the feature to see what is in your responsibility calendar or what the entire team is up to for the entire week and month. Assignees, descriptions, comments, and due dates can clear up any concerns and keep sending teams notifications on an ongoing basis.

These online tools will not compensate for all of your effective team meetings but it surely has the power to replace the redundant ones. Timelogger tasks are free and very easy to make for your company.

Bottom Line

Stop wasting time on too many meetings

Before putting the measures mentioned above in place, track your time for how you’re currently running and attending staff meetings. Then, after following the advice here, track your time again and compare the numbers – just like Matt Ragland did at his company.

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Share your time-saving memory with us in the comments; we would love to hear from you.


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