Running a good team meeting should leave attendees feeling motivated, informed, and prepared for the work they’ll accomplish together. Unfortunately, most team meetings aren’t good. Internal team meetings are the ones most frequently pushed off until the last minute, with little to no preparation ahead of time.
In 2018, workers reported spending 21% of their time in meetings and feeling like 25% of that time was wasted. But they’re also an essential part of how we share information, brainstorm, and collaborate. Instead of creating yet another meeting where team members will wonder if it could have been an email, we’ll cover the steps for running a team meeting everyone will look forward to.
Step 1. Prepare for your team meeting beforehand
This step doesn’t only impact you, it impacts the people who will attend your meeting. Make sure the purpose of your meeting is clear to everyone invited and share your agenda ahead of time—using Agenda Keeper makes that part easy. When an agenda is shared and the group understands the expected flow of the meeting, it’s easier to stay on track.
Your meeting agenda should include your goals for the meeting, the outline of topics you’ll be discussing, and outstanding action items from the last meeting. As part of your agenda, consider adding time for celebrations to acknowledge team members’ accomplishments and achievements to help boost morale and engagement.
Plan for equipment failure
Whether or not you’re hosting a virtual meeting, it’s likely you’ll use some kind of technology. Have a backup plan in place in the event of a technical mishap. For example, if the batteries are dead in the clicker you plan to use, how will you advance your slides? Or what will you do if your slides aren’t working at all?
Step 2. Start the team meeting
When you’re hosting a meeting, be sure to be on time. Open the meeting by introducing any new team members who might be joining for the first time, and give them the opportunity to share a bit about themselves if it’s appropriate.
As the person in charge of the meeting, it’s up to you to keep the group focused—this is where having an agenda comes in handy—and guide the conversation to ensure everyone is participating, communication is open, and the group collaborates with each other. Having an effective team meeting depends on an effective meeting leader.
Managing time and balancing discussions
Encourage quieter or more junior team members to participate by asking for their ideas and thoughts—then be sure to express appreciation when they do share. You might find that some people are more talkative and you’ll need to rein those folks in. No matter who is in your meeting, keep an eye on the clock to prevent time from slipping away.
Step 3. Documenting during the meeting
Use your agenda to document notes, key decisions, action items, and next steps. This helps keep everyone informed and on the same page. Some groups like to use AI notetakers to help with documenting their discussions, and others don’t. Ultimately, you do you. However you decide to manage this process, just make sure it’s consistent so you’ll always know where and how to find information later.
Step 4. Close the meeting
Leave at least five minutes at the end of your meeting for a wrap-up conversation where next steps and action items can be reiterated to the group. If your team meeting is recurring, set expectations by reminding everyone of when the next meeting is, what should be accomplished before then, and where to share updates as they’re needed.
Including this wrap-up time is especially helpful to make sure the meeting ends on time. If your wrap up conversation doesn’t take the full time you’ve allotted, it’s okay. People will appreciate ending a few minutes early.
Now that you’ve ended the meeting, pat yourself on the back! You’ve only got one step left.
Step 5. Following up after your effective team meeting
Share a quick recap of your meeting with action items, key decisions, and any other notes that were taken. If you’re ready to make this process easier on your whole team, Agenda Keeper is here to help. Keeping team meeting agendas organized has never been easier—see for yourself and try it today.
