How to organize a productive team meeting?

How to organize a productive team meeting?

Meeting as a team is essential to organize a project, make decisions collectively or simply take stock of an ongoing project. However, a meeting that is not sufficiently prepared risks causing everyone to fall behind schedule. For a manager, organizing a meeting makes it possible to structure the conversation between the members of the team in order to succeed in defining precise objectives. A well-prepared team meeting is an effective meeting that helps develop concrete actions.

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What is the purpose of holding a team meeting?

The team meeting is a management standard. This is the meeting format that allows the most effective and natural discussion on all the subjects of team life.

The team point can either bring together all the collaborators or only those concerned by the agenda, that is to say the theme discussed during the meeting.

Occasionally or more regularly, a team meeting is also the most appropriate way to collectively deal with a particular issue, while gathering everyone’s opinions and feelings.

Finally, the team meeting makes it possible to disseminate homogeneous information, so that everyone receives it at the same time and in the same way. Any misunderstandings and doubts can also be expressed instantly, which represents a significant gain in productivity.

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How to structure your team meeting?

The structuring 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 the right circumstances.

First of all, it is essential to define an agenda, which guides the whole conversation. It allows you to define sub-points to be addressed later.

Secondly, the meeting organizer must take stock of the list of people concerned by the agenda. This preparation avoids inviting collaborators who are not or little concerned by the subject matter. Once the list is established, the manager can invite these people, making sure to inform them of the subject and the objectives of the team meeting.

Then, the leader of the meeting defines the duration of the meeting in order to allow everyone to organize their day. In addition, setting a maximum duration helps not to disperse. During the meeting, recalling the end time can be effective in bringing the matter back to the point in case of digression.

Finally, the facilitator must bear in mind the date of the next team meeting in order to communicate it to the staff present before the end of the meeting. If reflections must be carried out between now and this next point or if deliverables must be presented, the persons concerned then have the possibility of organizing their work by themselves.

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Tips for an effective team meeting

Start the team meeting at the scheduled time

When a team meeting brings together a number of people with different schedules, delays are inevitable. However, a good meeting leader should not wait until everyone has arrived to start.

First of all, starting the team meeting on time is a sign of respect for the collaborators who arrived on time. Then, a meeting started on time is also more likely to end at the time indicated in the invitation email. Keeping the time allotted is essential so as not to penalize the productivity of the teams.

Recall the main objective of the team meeting

If the agenda must be defined before the team meeting is held, it must also and above all be recalled at the start of the meeting. Even if the invitation e-mail informed all recipients of the topic covered during the team meeting, a reminder can be useful.

The manager must take into account that everyone comes to the meeting with other concerns in mind. A short reminder of the agenda is effective in bringing everyone back to the topic at hand.

Allow equal speaking time for each participant

If only the leader of the team meeting has the floor, the very objective of the meeting is diminished. This is why it must provide equal speaking time for each participant, even if, in fact, some people will speak more than others.

In addition, the most hesitant should be encouraged to share their feelings and their opinion on a particular question by instigating a round table. When a member of the team takes the floor for too long and the gist of his point has been understood by all, it may also be necessary to refocus the discussion by bringing it back to the agenda.

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Encourage exchanges between participants

The main objective of a team meeting is to allow everyone to share their point of view on a particular subject. Therefore, the leader of the meeting is responsible for the exchanges between the different participants. He must also be able to manage sometimes conflicting exchanges, by reformulating the words of each speaker. At the center of the communication, he makes sure to oppose the opinions of each in order to feed the debate and to reach the most favorable results possible at the end of the team meeting.

Write a report and send it to all stakeholders

At the end of the team meeting, the manager can format a report containing all the important points that have been discussed. It is essential to bring out all the progress that led to the assessment of the team meeting.

If points remain outstanding at the end of the meeting, he must also share them in order to allow everyone to continue to lead, on their side, a reflection in connection with their business expertise.

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