Performing Regular Team Meeting
BUILDING PERFORMING CLOSING INTRODUCTION (Get to know, Team Bonding Induction to the function/area) PLAN (Co-creation of Team Purpose, Expectations, Goals, Strategies, Budget, JD, Deadlines) PERSONAL GOAL SETTING (Set the Individual Goals and Action Plan, Make Personal Goals for Development) REGULAR TEAM MEETING (Regular Tracking of the Plan and Team Performance, Team Review) REGULAR ONE TO ONES (Tracking and Coaching of Individual Performance and Personal Goals, Feedback) TEAM DAY (Team bonding, Team activities, Appreciations) REPORT (Key Results Achieved/Not Achieved) TRANSITION (Knowledge, Skill, Attitude and Document Transfer) DEBRIEF (Team Experience Debrief, Key Learnings, Next Steps)
Team Meetings are usually convened to keep members informed of any new developments and to discuss the present situation. It is a space wherein members can discuss their problems and come up with solutions. In addition, it is an ideal setting for decision making, as well as discussion of new ideas or innovations! The Team Leader runs and hosts the Regular Team Meetings that can involve: - Review of past activities and performance - Setting a Way Forward for the future activities - Spaces that can help the team develop knowledge & behaviors to perform better in the future REGULAR TEAM MEETING (Regular Tracking of the Plan and Team Performance, Team Review) Regular Team Meetings are important for team members because: 1. The members remain informed about the activities of the team, and the contribution of each team member to the team goal 2. They can reflect on their contribution to the team goal 3. They know what the way forward for the team is, and how they can plan their personal activities based on that
Before a Step One: Planning Objectives Planning starts with the setting of goals and objectives to be achieved: If you want your team to be engaged in meetings, make sure the agenda includes items that reflect their needs. Set clear objectives for the meeting: considering what the team needs at that point of time Step Two: Create Agenda Select topics that affect the entire team: Once you know the objectives of the team meeting, start creating an agenda that aligns to these objectives. Make sure the Agenda topics cater to each and every team member Step Three: Preparing for the Meeting Specify how members should prepare for the meeting: Distribute the agenda with sufficient time before the meeting, so the team can read background materials and prepare their initial thoughts for each agenda item ahead of time.
During a Step One: The Talking Build a schedule with a less is more attitude: If you run Team Meetings regularly, you have enough touch points with the team. This means you only need to cover the most urgent & important stuff in a particular meeting. Keep your talking crisp & to-the-point Step Two: Team Contribution Get everyone genuinely involved: The most productive meetings are those that are engaging and bring everyone into the discussion. As such, you should always strive to build genuine and organic involvement from your team members. Step Three: Retain the essence Tie everything back to your strategic goals: There are many ways to do this, but a dead simple one is to simply start your regular team meetings by posting or quickly running through those goals. This encourages your team to deep dive on short term issues while keeping your eye on the bigger picture
After a Step One: Send out Summary The palest ink is better than the best memory: Meeting notes are a powerful way to influence others. They help inform people who weren t there about what happened and remind those who were there about what agreements they made. You can use them to keep everyone on the same page and focused on what you all need to get done before you meet next. Step Two: Follow Up If you want anything to happen, you must follow up, follow up, and follow up: At the end of each topic in a meeting, pause to agree on next steps and establish specific commitments with clear deadlines. Summary Tips: Write and distribute the meeting summary within 24 hours, if not sooner. Sending the summary out within an hour or by the end of the day also demonstrates a sense of urgency Step These Three: notes should state each topic you discussed, the key takeaways, and a list of specific actions that will be Prepare Content taken, by which people, and by when. The intent is not to re-create the discussion but to capture the key points and the specific commitments for each topic, so that non-attendees have a sense of what happened and all have a record of who will take further action
As a Team Leader: Ask team members to suggest the meeting agenda items along with a reason why each item needs to be addressed in a team setting. If you ultimately decide not to include an item, be accountable explain your reasoning to the team member who suggested it. Have all content required for the meeting in one folder on your computer desktop! Rotating weekly meeting topics, with rotating meeting responsibles (each member from the team gets to be a meeting leader at some point of time) Not share the Meeting Agenda at least 24 hours in advance Let anyone exceed the time limit they have been allocated in the agenda Forget to add some fun and excitement to your meetings! Use the automatic by the next meeting as the due date. Rather, be thoughtful about what timing make the most sense.
As a Team Member: Be prepared for the meeting Go through the notes/summary of the Meeting Negotiate with regard to due dates, if you can not get things done by the due date you are being/have been allocated Be late for the meeting Fiddle with your cellphone during the meeting Restrict yourself from asking questions and adding value to discussions, if possible
How To: Create a Team Meeting Agenda When creating an Agenda for the Team Meeting, pay attention to the following things: 1. Seek input from team members 2. Select topics that affect the entire team 3. Note whether the purpose of the topic is to share information, seek input for a decision, or make a decision 4. Estimate a realistic amount of time for each topic 5. Propose a process for addressing each agenda item 6. Specify how members should prepare for the meeting 7. Identify who is responsible for leading each topic 8. Make the first topic review and modify agenda as needed. 9. End the meeting with a plus/delta
Agenda Sample & Template
How To: End the Meeting with a plus/delta Here are some questions to consider when identifying what the team has done well and what it wants to do differently: Was the agenda distributed in time for everyone to prepare? How well did team members prepare for the meeting? How well did we estimate the time needed for each agenda item? How well did we allocate our time for decision making and discussion? How well did everyone stay on-topic? How well did team members speak up when they thought someone was off-topic? How effective was the process for each agenda item? To ensure that your team follows through, review the results of the plus/delta at the beginning of the next meeting.
Goodie Time More Stuff to help you with planning & running effective Team Meetings Seven Steps to Running the Most Effective Meeting Possible: http://www.forbes.com/sites/forbesleadershipforum/2014/02/05/seven-stepsto-running-the-most-effective-meeting-possible/#7952be3d1054 How To Run A Great Meeting: http://www.forbes.com/sites/kevinkruse/2014/09/05/how-to-run-a-greatmeeting/#b92de46bc9db