Increase Your Team's Productivity with Better Meetings
At the heart of exceptional team performance is a rhythm of tightly run daily, weekly, monthly, quarterly and annual meetings – all of which happen as scheduled, without fail, with specific agendas. These meetings are to ensure we focus the team on what’s important.
You will solve problems more quickly and easily, you’ll achieve better alignment around strategic decisions, and you’ll communicate more effectively.
Meetings are a routine that will set you free
If you want to improve productivity, the answer is more meetings – not less. While this sounds counter-intuitive, it is the fastest way to ensure progress.
By breaking goals and tasks down to bit size pieces they become relevant and achievable. If team members are required to report daily on activities, in a peer setting, accountability soars, and so do outcomes.
Leverage ever more with ever less
Avoid the build up of unresolved problems and discontentment in the workplace. In most cases the collective intelligence of the group ensures that there is a better chance of solving issues and bottlenecks.
This cuts down conversation and puts the emphasis back on action.
Staff performs best when certain of their roles and tasks. Certainty comes with routine, with rhythm, and yes, with more meetings not less.
Make sure your team knows why they are at each meeting
Give each meeting a name and a purpose. The more concrete the goals, the more powerful the outcomes. Whether it is your weekly team meeting, staff review, project meeting, marketing meeting, make sure the right people are present and that they know what is required of them.
A written agenda, including time frame, will help.
Always allow for response time and extra business
Good meetings will generate responses, opinions and more business. Allocate time for these but be specific about how MUCH time is given over. You may discover that the best thing to do with a particularly juicy subject is create a committee or working group, who meet separately and report back.
Create meeting etiquette and encourage the team to self-monitor
A good rule of thumb is not to allow too much comment on each meeting item. Relevant points can be raised but any strong, divergent subjects that come up should be referred to Extra Business or tabled for a separate meeting.
Appoint a chair, time-keeper and a note taker
Even simple meetings require good structure. A chair will keep the meeting moving, ensuring everyone is heard but that the course of discussion does not stray off track. A time-keeper means that everyone else can focus on the meeting and not be stealing glances at their watches. A note taker also frees other team members so they can really listen and contribute – without being distracted by making their own notes.
It is best to rotate these roles so you build skills within your team and no team members start to feel put upon or burdened.
Learn to get more out of your meetings.
This essential part of your business operations ensures good communications, happy staff members, aligned team goals and super accelerated productivity.
If you are looking for assistance in planning meetings, setting agendas and getting the most out of team meeting time, consult Business Benchmark Group. We are a Melbourne based small and medium business advisory service, who have helped countless Victorian businesses achieve better results.
Call us today on 03 9001 0878 to see how we can help your business grow.
Stefan Kazakis on 5 May 2018
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