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4 Elements of a Good Team Meeting

20 October 2021

One of my clients once said to me, “I wish I could grow my business without ever hiring anyone”. Does that sound familiar? If you don’t want to firefight anymore, want to improve the communication across your company, or if you just need your team members to do what you ask them to do, here’s a very simple solution that you should be implementing!

I want to talk about a very simple intervention for your team, to help them get aligned with your focus areas. To leverage the collective intelligence that you have in your business and to move the whole team forward cohesively. I refer to, of course, team meetings. Some of you will understandably cringe at the thought of it but the number of meetings you truly need to have is very much dependant on the stage at which the business is. As far as the SME business is concerned, a business that is growing has a lot more potential to attain, when it comes to team meetings – more is less.

Meet, Don’t “Catch Up”

Before we look at the essential elements of a team meeting, it is important to clarify, having a conversation in the cubical, a quick chat, going for a quick coffee or whatever it is – that’s not your team meeting. You might wonder why it might be necessary? You’re always there, always discussing it. It’s a small team, you might think that allocating time for a formal sit down would be a waste of time. Unfortunately, the answer is that you do. What you’re doing is not a proper review with a purpose and an agenda. It’s a quick catch up. You need to be sure you are utilising time effectively and that is very hard to do if you are chatting over lunch.

4 Elements of a Good Team Meeting

Here are the 4 essential features of a good team meeting, and the 4 types of meetings you should be making time for:

  1. Purpose

You need a very clear purpose for the meeting and everyone needs to be on board with the purpose to ensure buy-in or alignment on the outcomes.

  1. Agenda

Once the purpose is clear, you should put together an agenda, no matter how brief or loose, it gives some structure to the meeting and ensures you are always moving forward productively.

  1. Time limit

Meetings shouldn’t be about a nice, long sit down with colleagues. You need to set yourself a realistic time limit so that you have a clear idea of how long you have to cover the agenda.

  1. Limit the number of attendees

Similarly to the above point, it is key to have the right people in the meeting, to make it as efficient as possible. You shouldn’t have the whole team involved for the sake of it.

4 Kinds of Meetings

There are also 4 kinds of meetings that you need to be looking at in your business:

  1. The daily check-in meeting

This is a quick, stand-up kind of meeting, about 5-10 minutes just to check-in. You don’t need to arrange a formal sit-down for this.

  1. Weekly meeting

This is a tactical meeting. You look at the techniques, the tactics, the operational aspects of the business that need addressing.

  1. Monthly meeting

The third one is your monthly meeting which is more strategic. Instead of the nitty-gritty of a weekly meeting, where individual tasks may be discussed, here you are focused on the bigger picture and making sure your team are aligned to their goals.

  1. Quarterly meeting

The fourth is your quarterly meeting, which you ideally do off-site, or you go somewhere externally to review and to strategise. Here the focus is on the overall strategy you want to nail down for the coming quarter. Again, individual tasks are not important at this stage but you will want to decide who the key players are in each of your main strategies for the coming months and when you will want them completed.

It might sound like a lot to remember but if you are firefighting most of the time, communication is a problem or if people are repeatedly making mistakes then basically the potential in the team is not being realised.

This is the simplest, quickest and most proven intervention that you need to make in your business, as the leader.

To help you in the management of tasks, once you have put into place an effective system of management, you can read more about the most common mistakes in delegation here.

Ask Yourself a Question

So ask yourself a question every time you get into a meeting.

What do I want my team members to achieve after this meeting?

You’ll be amazed at the clarity provided just by asking this question, for both yourself and the team.

If you would like to discuss any of the points covered here, please don’t hesitate to request a free call below.

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