10 tips for successful team-meeting management
Managing a team-meeting is a key-management act, which can
enable best decisions to be taken and implemented quickly
motivate team and raise participants’ competencies and skills
enhance the manager’s credibility and ascertain his/her influence power
? In meeting’s agenda, give priority to the main decisions to be taken
As the meeting-manager, you must be clear about exactly what you want out of the meeting, in terms of decisions to be made and messages to be conveyed.
Day-7: propose draft agenda and ask participants for their suggestions /contributions
Day-5: distribute final agenda, specifying:
decisions to be made, ranked by decreasing importance
timing allocated for presentations and discussions
who presents what
decisions made at previous meeting and their current status
Position most important topics at beginning
Be careful to allow fair-enough time for discussions on complex matters.
? Allow for a pleasant and efficient environment
everyone will be comfortable and feel included
large enough table
everyone can see screen and other participants
provide drinks if meeting exceeds 60 minutes
It is efficient to keep meetings duration below 2 hours, as participants cannot remain concentrated much longer. Otherwise, offer 10 minutes break every 90 minutes.
? Run meeting with tight discipline
This is an important act of effectiveness, self-respect and respect for participants’ time.
Start on-time (don’t wait for late-comers) AND finish on-time
Agree of the rules of the meeting
Respect strictly the timing laid-out in the agenda
Allow no interruption (telephone calls, walk-in colleagues, etc…)
? Set the rule that only constructive and concise interactions are welcome
Remind participants that everyone is requested to interact in a positive, respectful and short manner. Ask colleagues speaking too long to conclude briefly.
Ensure that no-one –especially not you- blames anyone during the meeting.
? Have one participant write-down decisions, as they are made
be recorded in simple format, such as a 3 columns-table: action / responsibilities / time-frame
handed-out / emailed, within minutes of the end of the meeting
If meeting exceeds 60mn, appoint another colleague to write down decisions.
? Review previous meeting’s decisions at the beginning
Purpose is that no decision taken by the team is left unmonitored.
Update decision-table if necessary, then add new decisions made.
? Keep out of agenda the topics interesting less than 80% of participants
? Coach your team throughout the meeting and facilitate brainstorming
Select at least one subject each time that will raise participants’ competencies, motivation, knowledge or know-how.
Inviting guest-speakers to expand your team’s thoughts is normally a success, as long as the speaker is well-briefed on needs and expectations of participants.
Including a short brainstorming session in each team-meeting is a stimulating and profitable practice, which will strengthen team-effectiveness over time.
? Give every participant a chance to shine
Help them beforehand -if necessary- to deliver their messages / presentation in a professional way, and make a positive impact.
And prevent anyone to lose face: abort a presentation as soon as you see it is below standards.
? Conclude in a motivating way
Position a pleasing subject at the end of agenda, whenever possible.
Then recap main decisions taken, underline the important information conveyed and the key-learning points from the meeting.
Request advice for next meeting (“how can we make next meeting (even!) better?”).
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