Following The Trend - Tips On Conducting An Effective Team Meeting

Following The Trend - Tips On Conducting An Effective Team Meeting   

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Introduction  

Team meetings are important tools to promote collaboration among co-workers and improve communication skills. Whether it's brainstorming ideas for a new project or acknowledging recent achievements, management must set the tone for the meeting and give employees a chance to express their viewpoints. Following these tips on conducting an effective team meeting ensures business stability and can improve work morale. 

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Preparing For The Meeting  

First, management or department heads must write an agenda for the meeting and it must clearly state the goals for the meeting. Send an email invitation at least 48 hours in advance to all employees who need to attend the meeting and make sure the time and location is mentioned. This gives everybody a chance to clear their schedule for the meeting. The meeting's host should include the agenda or at least a synopsis of the topics for the meeting in the email and they should encourage workers to come up with questions to ask at the meeting in advance. If remote employees are attending the meeting, include a virtual link to the email and place the computer camera in a central location so the remote workers can see the other participants. 

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Do's For The Actual Meeting  

Keep these tips in mind for an effective meeting:

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1. Start on time. Employees are usually busy and won't appreciate delays to their schedules.
2. Set the example for the meeting. If you display enthusiasm and an open, positive demeanor, the other attendees should behave the same. 
3. Start the meeting by announcing any milestones or achievements that employees have recently reached. Make those workers feel proud.
4. Share the key takeaways from previous meetings and give important updates about the company that occurred since the last meeting. If your business is starting a new project, make sure the employees know what their roles are. 
5. Give everyone at the meeting a chance to talk, especially the introverts. Allow remote workers enough time to express their views.
6. Be creative. For example, address a topic or question and ask the workers to write down their responses on a post-it note. Then post the notes on a whiteboard and discuss the results.

How To Avoid Problems  

Stick to the main topics of the meeting. Keep the meeting flowing by not dwelling on one topic for too long. Avoid discussing irrelevant topics as they might cause distractions. If an employee brings up a problem with a project or company, let them speak but try to keep the conversation from going too off-topic. Encourage the employees to leave feedback after the meeting either by email or a survey, in which case they can further talk about any concerns they might have. 

If you have questions or want more tips on an effective team meeting, please contact one of the representatives at Brand RPM. 

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