How do you run productive team meetings?

1 Define the purpose

Before you schedule a team meeting, ask yourself what you want to accomplish and why. Is it to share information, brainstorm ideas, make decisions, solve problems, or celebrate achievements? Having a clear purpose will help you set the agenda, invite the right people, and prepare the materials. It will also help you communicate the value of the meeting to your team and keep them focused on the desired outcome.

2 Set the agenda

An agenda is a roadmap for your team meeting that outlines the topics, objectives, time allocation, and roles for each item. It helps you structure the meeting, prioritize the most important issues, and avoid distractions. You should create and share the agenda with your team at least a day before the meeting, and invite their feedback and suggestions. This way, you can ensure that everyone is on the same page, has a chance to contribute, and knows what to expect.

3 Facilitate the discussion

As the team leader, your role is to guide the discussion, encourage participation, manage conflict, and ensure that the meeting stays on track and on time. You can use different techniques to facilitate the discussion, such as asking open-ended questions, summarizing key points, acknowledging different perspectives, and assigning action items. You should also monitor the energy and mood of the team, and adjust the pace, tone, and format of the meeting accordingly. For example, you can use icebreakers, polls, or breakout rooms to break the monotony, increase engagement, and foster collaboration.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?