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.

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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.

Author: Venkiteswaran20 Jun 2018 Member Level: Diamond   Points : 4

The need and necessity to conduct a team meeting may come up in our life at any time. It need not be something connected to job or career.It can arise in any situation where a team is there and some consultation has to be done among the team members, and it is mandatory, formal or semi formal.
Not everyone would have formal training in conducting meetings. But the above article ca give the basic idea of how to conduct a meeting by giving the preparatory points.

In all these situations, the basic pre-requirements of conducting a meeting are same as given in this article. The difference may be in the nature of the team, the powers and relative discretionary powers of the participants ,the mandatory,statutory or voluntary nature of the meeting and participation.
It also depends on the aim and purpose of the meeting. However for all meeting, some result is expected. Hence there needs an agenda,decision and minutes of the meeting for further follow up and continuation.

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