No doubt you have already heard, or maybe you yourself said these words: “a meeting well prepared is a meeting that ends on time.”
The necessity of team meeting is discussed more and more often because its benefits are sometimes hard to find.
A waste of time?
Often, that’s what employees feel at the end of a team meeting. The feeling of having lost valuable time.
But why such a feeling?
Often, it’s not having concrete goals at the end of a meeting that is frustrating.
Here is how, in general, a team meeting is organized:
- A problem occurs, it must be addressed with the teams, a meeting is scheduled.
- At the meeting, executives express discontentment or simply update a situation.
- Employees speak very little. Their remarks do not reflect their real thoughts, most likely because they fear to express themselves.
- Managers dismiss the staff, ordering the resolution of the problem in question as soon as possible.
No action plan has been established, so the problem will not be resolved in the short term. The communication choices are faulty, they break the freeness of speech, and therefore the growth. The atmosphere tarnished by this miscommunication divides the company. Employees are not motivated. It is literally a waste of time for all parties.
The intervention of Interim Managers?
However, team meetings seem to be a fundamental basis of business communication.
In a project involving several teams or collaborators, communication simple through email, or exchanges between two individuals alone can not constitute team communication.
To do this, here are some skills that Interim Managers are well accustomed with, which favors excellent team meetings:
- Plan an agenda:
Send the meeting agenda to all participants as soon as possible. Indeed, if you prepare the ideas you will address during the meeting, you establish the rhythm of the meeting.
- Ask participants to prepare:
Willingly allow time for all participants to familiarize themselves with this agenda prior to the meeting. Little by little, it must become a corporate habit.
- Keep it short!
Plan an agenda with 3 points maximum. Beyond that, ideas will be sloppy or perceived as unimportant. Your time management at these meetings will be observed by all. Enforce the pre-established times set for each point. And honestly, who has the time to handle more than 3 points in a team meeting?
- Plan times when employees speak in front of teams:
The meeting is not just based on one person. Have everyone attend a meeting regularly, preparing a report for a few minutes, for example.
- Ban PowerPoint reports:
It is usually endless, unsightly and useless. Who remembers the graphics of each page at the end of a meeting? If some graphics must be projected, make sure they are clear, simple, and a necessity for all participants.
- Assign tasks to everyone:
For a meeting to be effective, it is necessary to come out with twice as much work to accomplish as when returning to it. Take the time to give concrete goals to the majority of participants, with deadlines to respect. This promotes productivity.
A good manager gives and shares his taste for success to his teams. His purpose is to move the business forward, and that translates into productivity. Interim managers are experts in productivity. Their enthusiasm and passion for their missions is almost contagious. They have a perfect handling of healthy, productive and engaging team meetings. Other techniques exist to promote productivity over the long term. For example, take personal time with all those to whom you have entrusted a responsibility. No need to bring the entire team again to “check the box.”
Use team meetings sparingly: they must be a moment appreciated by everyone, with frank and open communication. Rarer things are more appreciated, and non-trivialized. We are at your service to answer your team communication needs. Contact us, we will be happy to put the talent of our interim managers at the service of your company.