How do I Conduct Effective Team Meetings?

By Leigh Anthony, Demand Media

Many employees feel that meetings are a waste of time. This is largely due to meetings that are not being run
effectively in a business. Before calling a meeting, determine if there is a true need for the meeting. If it can be
handled with a quick phone call or email, do not interrupt the work day with an in-person meeting that will take
much more time and effort. All managers should strive to preside over effective meetings that are as quick as
possible and meet the stated goal.

Step 1. Invite only the essential employees to the meeting: If a meeting must be held, do not invite everyone
in the business just because they are there. Determine who is likely to be assigned tasks from the meeting.
Those are the people who need to be in attendance. Other people who will be impacted by the outcome of the
meeting can be informed by an email containing a summary of the meeting’s decisions.

Step 2. Always have a clear written goal for every meeting: When a meeting is called, there should be a set
agenda. Everyone in attendance at the meeting should know that this is the agenda that will be discussed and
that other sidetracking items will be reserved for another time. The person controlling the meeting should also
strive to keep the meeting on subject and refer back to the agenda if an attendee goes off topic.

Step 3. Begin and end the meeting on time: Meetings are seen by many as time wasters in the organization.
By always beginning and ending on time, it is less likely the meeting will be seen in this fashion. When the
meeting is called, establish how long the meeting will last and stick to that timeline. This allows all employees
to plan their day accordingly and be completely devoted to the meeting for its entire duration.

Step 4. Assign a note taker for the meeting: It should be one person’s sole responsibility in the meeting to
take notes. Depending on the type of meeting, more formal notes may be needed. For instance, a meeting of the
board of directors will have a more formal protocol than a meeting within a business department. The person
taking notes will also compile a summary that will be delivered to all who attended the meeting.

Step 5. Follow up after the meeting with specific written tasks for each attendee: At every meeting, a set of
goals should be accomplished. An action plan may be developed within the meeting with tasks assigned to
certain employees or departments. The note taker should make note of who is assigned which tasks, including
any details that are discussed in the meeting. This is a written reminder to ensure everyone is on the same page.

Step 6. Make meetings short, early, and cell phone free: A one hour meeting with seven people equals eight
hours of real work not being done. The interruption of work-flows and time it takes for people to return to work
is time lost. So meetings should only be thirty minutes long. Ideally, set them for mid-Monday morning to set
goals for the week. Meetings late in the day or week catch people with their minds tired and distracted. Finally,
ensure there’s no cell phones used during meetings as it’s disrespectful, distracting, and reduces productivity.

Questions:
1. Do your department meetings contain too many people? Do they have a clear purpose?
2. Do they start and finish on time? Do they have a note taker and follow up?
3. Are the meetings too long or held late in the day? Do cell phones interrupt the meetings with calls or texts?