7 Essentials for Productive Team Meetings

The regular institution of the team meeting can tend to polarise opinion. 

From “a waste of time” to “an essential component to our culture”; from

“we may as well audio record and replay each week” to “it’s the one moment we come together as a team”, the team meeting is either loathed or loved.

So let’s leave the contrary message that team meetings are a waste of time, and look at how we can make it worth our time. Because done right, team meetings are an institution worth keeping.

1. Preparation is king

Now before you think we are going to head off into a oft-worn path of telling you to make sure you have an agenda blah-blah, let me state this clearly:

You do not need an agenda to run an awesome team meeting. In fact we have seen some terrible meetings that have very well constructed agendas. The fact is that everyone’s preparation trumps an agenda every time. Having people plan and prepare, having had the necessary discussions prior  to the meeting is the only way you will stop the scourge of all team meetings; the incessant babble of ill considered opinion. Reward and encourage preparation from all involved. 

2. Keep ‘em short

Makes sense doesn’t it. We will model the point and do just that; a short meeting is a good meeting. End of story.

3. Treat meetings like a business

View the return on investment like any other area of your business, after all it is a very costly exercise to take 6-12 people and take them off-line for up to a couple of hours. How do we assess ROI? Look at creating key performance indicators for your meeting. Timeframes, converted ideas, solved problems, compliance achieved etc etc. Make it your focus to make the most out of each meeting. 

4. Build a culture, don’t let one be created by default

We have seen workplaces that have a robust workplace culture built around accountability and performance, yet their team meetings were a rabble. Make no mistake, your meeting will have it’s own culture, complete with symbols and rituals. You need to declare the values you wish to see within your meeting culture...or you will get what you don’t ask for. Take the time to think about what a great team meeting would look like and work towards making this part of your team meeting culture. 

5. Make them fun

For goodness sake! The same meeting structure for 3 years? Haven’t you heard the saying ‘familiarity breeds contempt’? If you want a high performing meeting, then change it up, tip it on its head. But don’t do this for the sake of it, do it because it is sooooo much more fun than the same-old same-old. Creativity thrives when you allow it out of what is normal and expected. 

6. Share the load

Meetings that suck are meetings than have people slipping through the cracks (or slipping under the table) when it is time to put your hand up to take a role in the meeting. Whether it is to take the minutes or chair the meeting, part of preparing for the meeting and being accountable for the success of the meetings is about being willing to put your hand up to share the load.  

7. It is about service not ego

Team meetings are just that; a meeting of the team. Sorry, but it isn’t a platform for up-staging, show-ponying or chest-beating. Each member of the meeting should regularly evaluate how they are contributing to the team via their contribution at meetings. What have you done lately to contribute positively to your team meetings? 

We love a good team meeting, we think they are a cornerstone of any meduim to large sized business or organisation. The opportunity to connect, exchange challenges, celebrate triumphs and plan ahead is critical to any But like any tradition or institution that is worth keeping, you only get out of it what you put into it.

We would love to hear what makes your team meeting work. 

Warm wishes,

Darren and Alison

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THE GIFT: Rework: 37 Signals Manifesto

This weeks gift is by Jason Fried and David Heinmeier Hansson of 37 Signals fame. Rework is what you would call a new businessbook. It aims to rewrite the rules of succeeding in business with a fresh, down-to-earth approach.