Business/Teams Meetings - When And How?
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Business/Teams Meetings - When And How?

Posted by Kath Carron on

Business/Teams Meetings - When And How?

WHEN SHOULD I HAVE A TEAM MEETING?

Team meetings are becoming much more regular and common for all businesses whatever size, however it is surprising how little some business communicate within their departments.

Communication is crucial in many ways, not only to help achieve your goals, but also to help set goals with staff who may have never set one. Communication is the basis of co-ordination within the team, it is also the basis of decision making. If a member of staff makes a decision without communicating to the rest of the team, the team members are at a loss. It may make them look stupid in front of a customer, it may make them feel unwanted, or even insecure and under confident.

Communicating with your staff effects fluent working, and increases efficiency. Maybe one of the most important points it results in is a boost in staff morale and therefore more co-operation and willingness from staff to meet their goals and maybe go that extra mile - lock up late or open up early or work overtime on the odd occasion it is needed. Yet Workforce states that an astonishing 60% of companies don't have a long term strategy for their internal communications,

DAILY MEETINGS

Within your team, small one-on-one discussions should occur every day. Some businesses like to call this a "huddle", where it may just be a 10 minute discussion regarding the plan of the day and everyone contributes. Other businesses may call this a daily sales meeting  or an agile meeting. Whatever it is called its just a basic quick catch-up.  It is also an opportunity for a team leader to observe the well-being and general mood of his staff and pick up any negative underlying influences.

WEEKLY MEETINGS

In a smaller business it may only be necessary to hold this quick, agile meeting on a weekly basis, if there are only a handful of employees this could also be used as a progress update.

MONTHLY MEETINGS

Larger business should hold a business meeting once a month with all staff, or all department staff, a healthy meeting can make all the difference between a business that struggles and bumps along the bottom and a business that thrives and strides forwards.

QUARTERLY MEETINGS

Quarterly meetings are recommended by many, these may be with the same amount of staff or with a larger number. These meetings may tend to focus more on revisiting your company values, re-connect with your strategy and maybe adjust it.

ANNUAL MEETINGS

Annual Meetings may take between 1 and 3 days and are usual attended by all stakeholders/directors and are used to reflect on and re-set strategies, company goals and sales targets.

 

HOW TO HOLD YOUR MEETINGS

Depending on the size and regularity of your meetings this varies widely from company to company.

The diversity in how meetings are held has been increased dramatically with working habits formed during the pandemic.  Many companies now have no head office and all staff work from home or remotely.

Quick regular meetings may be held on a Teams call, a zoom call or even just on a WhatsApp group chat. If there are very few staff a manager may wish to make a phone call, or just pop into the office.  An executive desk can also double up as a small meeting table which is not quite so official or imposing as a boardroom situation.

Larger meetings are more likely to be held on zoom if the participants are working remotely or at a meeting table if they are present.

Quarterly or Annual Meetings are often held off site, this tends to set them apart, bring in a bit of a change, and maybe held somewhere that offers catering so you can treat your staff to  a  meal.

HOW TO INCREASE ENGAGEMENT

Regular meetings may become a trial for some, and some staff may even regard them as optional. It is difficult to do something original and engaging regularly -  so if your meetings are being held remotely you could try a joke of the day, where a different member tells a joke each time; you could pop down to the bakers if your meetings are held face to face, just a packet of doughnuts doesn't cost much but it means a lot.. 

A real engagement winner for any size meeting is to stand up. Sit stand desks are available in wide range of size, shape and colour. Standing up for a meeting is a lot more productive and it holds the concentration of the participants for longer than sitting.

Some companies find having the meeting on a set day each week helps. so it is easier to book in and staff can plan ahead more for making it productive and engaging. Other companies find it works to have a non-meeting week on a regular basis, which also helps in forward planning and avoids a meeting fatigue!

At quarterly meetings where staff may not have interacted with each other since the previous meeting,  an ice breaker activity is fun and engaging and a good relaxing start. This could be in many forms such as a puzzle, a quiz or a riddle. It is good to get all remote working staff in for meetings such as these.

An annual meeting should certainly be face to face, preferably in a board room either on or offsite.  There are a wide range of height adjustable board room/meeting tables and it's a must to have at least part of your meeting standing up. Provide a good meal and snacks throughout the day for all staff and make sure to inject some humour. A guest speaker is a successful idea.

Whatever size or frequency of meeting, just remember keep standing!

 


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