Tips for conducting a team meeting effectively


Do you want to conduct a team meeting effectively? Have a quick look into this article which provides important tips on how to conduct a team meeting effectively.

Team meetings are a regular happening in the workplace where people in a team gather together and discuss about the issues and bring out a solution for the issues. In general, some team will have their team meeting daily or weekly to discuss about the progress of the work. The purpose of conducting a team meeting varies from team to team. To run the team meeting effectively, the person who conducts a meeting should have basic meetin-management skills.

Before conducting a meeting, always remember that you are stealing the time of the people who are engaged at work. So your meeting should have a strong purpose and should not frustrate the members who are attending the meeting.

Listed below are some of the tips for conducting a team meeting. Follow the below mentioned tips to run your team meeting more effectively.

1. Develop a Meeting Agenda

Before conducting a meeting, you should have a strong purpose or a reason for conducting a meeting. If you have a purpose, then create a meeting agenda. The agenda of the meeting should be listed in points and it should satisfy the purpose of the meeting.

2. Select the participants

After creating a meeting agenda, select the target audience. To satisfy the purpose of the meeting, invite only the specific participants. Do not invite all the people and waste the time of other people. Also let the participants know why their participation in the meeting is important.

3. Send a proper meeting invitation

Invite the selected participants to attend the meeting. It is always advisable to send the meeting invitation in an email rather than sending a SMS or a voice note. The meeting invitation should contain the below mentioned list.

  • Mention the purpose of the meeting

  • Mention the importance of attending the meeting

  • Mention venue and the time of the meeting

  • List the meeting agenda in points

  • Welcome the selected participants


4. Open the meeting with a warm welcome

Always start the meeting on time. Give a warm welcome to the participants and also thank them for attending the meeting on time. At the beginning of the meeting, explain the purpose of the meeting and review the meeting agenda. Select a person from the attendees as a note taker to record the minutes of meeting.

5. Follow time management

Time management should be strictly followed. The meeting should be winded up within the planned time. Convey the points clearly to the participants and satisfy the purpose of the meeting within the estimated time.

6. Follow the agenda of the meeting

The meeting agenda should be strictly followed and should be followed in the same order as it is mentioned in the meeting invitation. Do not deviate from the purpose of the meeting and waste the time.

7. Encourage Active Participation

Encourage the attendees to participate actively in the meeting. Ask questions to the participants in the middle of the meeting for active participation. If it is a discussion, provide space to all the participants to participate in the discussion.

8. Take Minutes of Meeting

Minutes of Meeting (MOM) should be taken in all the meetings. The MOM is a record which describes the points discussed in the meeting. Assigned note taker should record the minutes of meeting.

Another person can also be selected from the attendees to track the action plan if it is needed. Action plan is a list of action items assigned to the members. It is easy to follow up the meeting agenda if there is an action plan and a MOM.

A copy of the recorded meeting minutes and action plan should be shared with all the participants who attended the meeting via email. Sharing the MOM and action plan with the participants helps the participants to remind the topics discussed in the meeting.

9. Add some fun

Instead of discussing seriously, include some fun and excitement while conducting a meeting. Bring the best out your attendees and make the meeting more active and lively.

10. Close the meeting with a positive note

Always end the meeting on time. Make sure the agenda of the meeting is met. Provide a quick summary to the participants on the things discussed in the meeting. Thank your participants for spending their valuable time.


Related Articles

Ways to effectively work in a team

When you are working in a team, you have to follow some rules such as being adjustable, harmony and unity,presence of mind, learning from team work and criticisms. These points are very simple but very important while working in a team.

Stages of Group development by Tuckman

This article is about the various stages involved in group development. In any work atmosphere working as a team is very important. If one knows the psychology behind this team or group development it would become easier to glide through the various stages. By understanding the workings in a group the individual can also become an effective leader or a team member in a group. Let us see more about group development or group formation.

How To Organize An Effective Meeting

Meeting is an organisational setup arranged for giving suggestions and arriving at a decision, of a particular issue. Today meetings have a large scope on organisational sectors. An organisation without a meeting will affect the quality of it. A meeting is important in any organisation with more than three staffs and a manager. A meeting should be prepared in a formal way in order obtain the expected result. In this article I am going to explain the preparatory steps while conducting a meeting.

More articles: Meeting Team

Comments

Author: K Mohan19 Oct 2016 Member Level: Platinum   Points : 1

The tips for conducting a team meeting effectively were carefully chosen and really helps in that regard. But not all the meetings would be smooth and would be a cake walk for the organizers. Sometimes we should be prepared for the negative impact of the meeting with wrong question and issues raised by the participants for the which the organizers would be ready with answers. Otherwise there are every chance of meeting hijacked for unknown purpose.



  • Do not include your name, "with regards" etc in the comment. Write detailed comment, relevant to the topic.
  • No HTML formatting and links to other web sites are allowed.
  • This is a strictly moderated site. Absolutely no spam allowed.
  • Name:
    Email: