Staff Meetings: A blessing or a curse?

Staff meetings are a great way to maintain momentum in the workplace and strengthen the relationship between team members and directors. It’s a chance for staff members to discuss their ideas and concerns and an opportunity for bosses to solve problems. Staff meetings can have a positive impact on team morale as they are intended to steer staff members in the right direction. In saying this, they’re also typically known to be the absolute agony of corporate life! They can drag on for long periods, be held more often than required and eat into valuable work time. Here’s a guide you can share with your boss on how to determine the appropriate length of your staff meeting and how often they should be held.

PLAN AHEAD

The first thing is to figure out what topics and issues will be discussed in the meeting. If you are a supervisor, manager or staff member leading the meeting, take the time to list the necessary topics that must be conversed face to face. The time length of these meetings should also be determined depending on what topics or issues are being discussed. For example: A general daily staff meeting between project collaborators should take no longer than 30 minutes. In order to lead a time productive staff meeting, coordinators are also advised to prepare their points in a way that will enable rapid conversation flow and participant focus. This can be achieved through simple visual presentations or brief handouts that outline the topics of discussion. Often, minor topics, issues and concerns can simply be solved via email or live business chats such as Slack or Google Hangouts. Be sure to utilise these tools in order to save time and money!

CONSIDER REGULARITY

The regularity of meetings should certainly vary on their nature. Consider why the meeting is being held. It might be for project collaboration or a simple performance discussion. Often, project teams will meet more often to share ideas or discuss the progress of tasks, as opposed to leadership meetings that are held less frequently. Most experts recommend one-on-one meetings to be held weekly in order to strengthen working relationships, address issues and support career development. Once team members figure out how often a specific meeting should take place, it’s advised that these meetings are scheduled accordingly. This will enable staff members to organise their ideas and consider how they can contribute to the meeting to ensure that it’s productive as possible.

SET GOALS

Setting goals before the scheduled meeting can help leaders focus on which employees should be invited to the meeting. It’s necessary to figure out a specific agenda before informing employees about a meeting and deciding whom to invite. Goal setting can also consist of composing a list of topics to be discussed in the meeting to ensure that the meeting is as productive as possible. Experts advise that staff members are given a brief meeting agenda beforehand. This can be in the form of a schedule, a list or even just a brief summary sent via email.