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7 Amazing Steps to a Successful and Effective Staff Meeting

Are you leading a team and want to know how to conduct your staff meetings in the best way possible? Trying to figure out the most productive way to staff meeting is not a big secret but it does help when we summarize those points in an article for easy reading like below.

Meetings are essential components in any organization. The management team must, therefore, conduct staff meeting from time to time and have an ample time to discuss the condition of the company and address various issues that are likely to affect it. That given, leaders are given the responsibility to organize such meetings, and if you are one of them, sit back and relax as we have gathered a total of seven amazing steps to a successful and effective staff meeting that you should look into.

1. Schedule the meeting

How successful a staff meeting depends on whether it has a schedule or not. The best thing to do as a leader is to set the date, time, and venue of the meeting. Also, make the schedule available to the staff to give them ample time to prepare and to plan for it in advance. Any impromptu meeting is a waste of time because all the staffs are nervous and can hardly cooperate.

2. Have a purpose

A purpose is another important pillar in any meeting. As a leader, you must ask yourself why you want to hold a meeting with the staff. Are you holding a meeting because you have to or is it because there are some issues you want to be addressed? A meeting is crucial to engage your staff and know what they have been up to and what problems they have been experiencing. Most importantly, meetings give you an opportunity to reinforce your mission statement and put more efforts on the goals of your team. Therefore, give your staff time to introduce themselves and then tell them why you are holding a meeting. As a matter of fact, the first five minutes or so are very important in a meeting as they set the foundation, organize the terms of references, and establish the parameters and remind the staff why they are holding a meeting.

3. Timeliness

Time is an important factor in every aspect of life. As a leader, therefore, be time-sensitive and lead by examples. Leaders usually encourage their staff to be timekeepers, and when you hold a meeting, the staff will be looking forward to seeing how well you can manage your time. When you say that the meeting will start at 9 AM, be there at that time and not 9.02 AM. Also, ensure that the meeting ends at the time you scheduled it. To make it more effective, you can have weekly staff meeting agenda templates and designate what meetings to carry out, such as full-staff meeting, or by departments.

4. Start with news

Good leaders don't assume, and therefore, never assume that every staff is up-to-date on what's happening around them. Take few minutes and share news and information that might be of interest to your staff. Doing so engages the employees and helps them to pay attention and focus on the day's agenda.

5. Acknowledge

As a leader, the ball is in your court to shape the meeting and discuss matters of concern. However, do not take full control of the meeting by being the only one to talk from the beginning to the end of the meeting. Your staff are the ground members who understand the situation of your organization better than you do. Therefore, acknowledge and validate their suggestions and concerns. You can note down the main ideas on your tablet, or have a whiteboard where everyone sees that their concerns are your concerns as well.

6. Take minutes

Minutes are crucial for any meeting. Assign someone to take the minutes each time you hold one. Basically, minutes are records of everything discussed and decided at the meeting which play a vital role in setting the agenda for the next meeting. Therefore, ensure that all the attendees have a copy of the minute which can serve as a reminder of everything discussed. Most importantly, the minute should contain a task list that define each person's responsibilities and tasks to accomplish before the next scheduled meeting.

7. Action plan

A staff meeting becomes effective if there is an action plan in place. Without one, the meeting is no longer a meeting but a lovely discussion where the leader exchanges word with the staff. An action plan is when you as a leader define and clarify who should do this and who should do that. Most importantly, an action plan clarifies when to report on the assignment given and whom to report to.

Final thoughts

Meetings are designed to be productive but it's not a guarantee that every minute will go as planned. This is because the leaders play a vital role in determining the success of a meeting. If you don't want to waste each other's time, follow the right steps and your staff meeting will be lively and more successful.


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