I have probably attended thousands of team meetings, and managed and facilitated more than I have been invited to… My day involves many meetings, conference calls, and I often get asked the question “How do I conduct successful, informative, and great team meetings?”
****I believe in sharing knowledge to empower so, I am providing my keys to successful team meetings for you to follow and use as guidelines****
Initially, the time you need to cover agenda topics will vary depending upon the needs of the team meeting purpose.
• Introductions – (5 min.)
As general rule I always welcome everyone and briefly states the objective of the team meeting. Allow individuals to introduce themselves, and provide a description of their role within the company or team and their area of expertise and how they may be able to contribute to the efforts. The material to be presented by the following agenda topics should come right from the Introductions.
• Meeting Ground Rules – (5 min.)
For example, one person talks at a time, speak to the agenda and topic, etc.
• Management/Lead Statement – Management/Lead (5 min.)
After brief introductions, the manager should describe the vision for the team, demonstrate support, and advocate for its success, setting it as a priority for all parties involved.
• Background and Purpose- Manager (5 min.)
• Meeting Objectives – Manager (10 min.)
• Meeting Scope & Schedule – Manager (15 min.)
• Roles & Responsibilities – Manager (10 min.)
As a Manager or Team Lead, when reviewing roles and responsibilities be explicit about expectations relative to your availability and your commitment and support for the team. This creates great vibe within your team!
• Next Steps – Manager (5 min.)
• Questions (10 min.)
Provide a list of the material to be distributed to the attendees. Be sure that one of the Team members in attendance is scribing for the session, capturing important project-specific information that requires further review or discussion as well as potential issues that could impact the team. The notes will be compiled into meeting minutes to be distributed to all the attendees and retained in the team email directory.
Document each project decision reached and its impact. Also indicate if the decision requires follow-up actions. If so, these should be captured below.
Document any project issues identified and its impact. Also indicate if the issue requires follow up actions. If so, these should be captured below.
Action Items for Follow-up
Capture any follow up activities and the individual responsible for them as well as set a date as to when the action needs/should be completed. At the end of the meeting, the scribe should recap the action items. These should also be included in the meeting notes to be distributed.
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Until Next Time,
You are … Smart * Savvy * Successful!
Loretta|President of Projeto Management & Training Solutions