Check out these 3 easy steps to conduct quick and effective team meetings that will create a more involved and engaged company culture…freeing you up to do the things you actually want to do each day.
STEP 1: STOP
First things first: schedule the team meeting into your calendar on a regular basis and DON’T cancel it. I see this far too often: something comes up, there’s been an emergency, etc.
If you’re in reactive mode, you’re training your team to be in reactive mode as well.
You have to treat your team like your #1 client if you want them to take care of your #1 client. So stop, take the time to invest in your team and they’ll take care of your clients and your clients will take care of you.
STEP 2: COLLABORATE
Have an agenda. (You can download the Team Meeting Agenda sheet from this page. Or just click here.) There’s a few things the meeting is NOT for: it’s not your opportunity to just talk, talk, talk, and say anything that needs to be said or rant about something. It’s also not their opportunity to get those 10-20 minutes of your time they’ve been after – take those things offline. Here’s what should be in your team agenda:
Inspiration – a little reminder of your vision, goals, both short-term ones you and the company are working on, as well as long-term goals you’re working toward.
Celebration – Kudos! This can include peer-to-peer or ones from you, the owner. Also include celebrations about goals that have been achieved, whether it’s for an individual, a department, or for the company as a whole. Including some time for having fun can help start the meeting on a positive note.
From here, you can go on to what’s happening next, what people are working on, what projects are in play, and what are the next steps. Be very clear so that everyone leaves with action steps for the next week.
You can also identify places they may be stuck or areas where they need additional resources or support. Be careful not to tackle everything during this time, because if the meeting turns into a 2-3 hour ordeal, you’re much more likely to cancel it the next time around. If you can answer questions quickly, answer them on-the-spot. If it’s something that requires a 5-minute or more conversation, just schedule a time to discuss it offline.
Then at the following meeting and every meeting thereafter, you can take some time to get an update on what’s happened since the previous meeting. This is where the accountability comes in to play to make sure everyone is being help accountable in their role within the company.
STEP 3: LISTEN
Your team is hungry for you. They value your time, expertise, input, and even accountability believe it or not. Your team needs to spend more time with you in a proactive way instead of always hunting you down to get their answers (the “Got a Minute?” style.)
Take the time to be the thermostat in your business – not the thermometer. The thermometer just reads the temperature, it’s a reflection of what’s going on around. So when your mood is a reflection of what is or isn’t working in the business, or how things are going, you’re being a thermometer.
When you have a productive and efficient team meeting, you’re taking the opportunity to set the temperature, to set the tone, to create the culture you want in your business.
That is worth taking the time to stop, collaborate, and listen for.
I hope this helps you have a productive and efficient team meeting, as well as reduce the amount of interruptions you’re getting right now.
Leave a comment below, I’d love to hear what helped you most, or if you have your own tips for running a team meeting.