Performing
Regular Team Meeting
BUILDING
INTRODUCTION
(Get to know, Team
Bonding Induction to the
function/area)
PLAN
(Co-creation of Team
Purpose, Expectations,
Goals, Strategies, Budget,
JD, Deadlines)
PERSONAL
GOAL SETTING
(Set the Individual Goals
and Action Plan, Make
Personal Goals for
Development)
PERFORMING CLOSING
REGULAR TEAM MEETING
(Regular Tracking of the Plan
and Team Performance, Team
Review)
REGULAR ONE TO ONES
(Tracking and Coaching of
Individual Performance and
Personal Goals, Feedback)
TEAM DAY
(Team bonding, Team activities,
Appreciations)
REPORT
(Key Results
Achieved/Not
Achieved)
TRANSITION
(Knowledge, Skill,
Attitude and Document
Transfer)
DEBRIEF
(Team Experience
Debrief, Key Learnings,
Next Steps)
PERFORMING: Regular Team Meeting
Team Meetings are usually convened to keep members
informed of any new developments and to discuss the
present situation. It is a space wherein members can discuss
their problems and come up with solutions. In addition, it is
an ideal setting for decision making, as well as discussion of
new ideas or innovations!
The Team Leader runs and hosts the Regular Team Meetings that can involve:
- Review of past activities and performance
- Setting a Way Forward for the future activities
- Spaces that can help the team develop knowledge & behaviors to perform
better in the future
REGULAR TEAM
MEETING
(Regular Tracking of the Plan
and Team Performance, Team
Review)
Regular Team Meetings are important for team members because:
1. The members remain informed about the activities of the team, and
the contribution of each team member to the team goal
2. They can reflect on their contribution to the team goal
3. They know what the way forward for the team is, and how they can
plan their personal activities based on that
PERFORMING: Regular Team Meeting
Before a
Step One:
Planning
Objectives
Planning starts with the setting of goals and objectives to be achieved: If you want your
team to be engaged in meetings, make sure the agenda includes items that reflect their
needs. Set clear objectives for the meeting: considering what the team needs at that point
of time
Step Two:
Create
Agenda
Select topics that affect the entire team: Once you know the objectives of the team
meeting, start creating an agenda that aligns to these objectives. Make sure the Agenda
topics cater to each and every team member
Step Three:
Preparing
for the
Meeting
Specify how members should prepare for the meeting: Distribute the agenda with
sufficient time before the meeting, so the team can read background materials and prepare
their initial thoughts for each agenda item ahead of time.
PERFORMING: Regular Team Meeting
During a
Step One:
The Talking
Build a schedule with a less is more attitude: If you run Team Meetings regularly, you have
enough touch points with the team. This means you only need to cover the most ‘urgent &
important’ stuff in a particular meeting. Keep your talking crisp & to-the-point
Step Two:
Team
Contribution
Get everyone genuinely involved: The most productive meetings are those that are
engaging and bring everyone into the discussion. As such, you should always strive to build
genuine and organic involvement from your team members.
Step Three:
Retain the
essence
Tie everything back to your strategic goals: There are many ways to do this, but a dead
simple one is to simply start your regular team meetings by posting or quickly running
through those goals. This encourages your team to deep dive on short term issues while
keeping your eye on the bigger picture
PERFORMING: Regular Team Meeting
After a
Step One:
Send out
Summary
The palest ink is better than the best memory: Meeting notes are a powerful way to
influence others. They help inform people who weren’t there about what happened and
remind those who were there about what agreements they made. You can use them to
keep everyone on the same page and focused on what you all need to get done before you
meet next.
Step Two:
Follow Up
If you want anything to happen, you must follow up, follow up, and follow up: At the end
of each topic in a meeting, pause to agree on next steps and establish specific
commitments with clear deadlines.
Summary Tips:
• Write and distribute the meeting summary within 24 hours, if not sooner. Sending the summary out within an
hour or by the end of the day also demonstrates a sense of urgency
Three:
• Step
These
notes should state each topic you discussed, the key takeaways, and a list of specific actions that will
Prepare
be
taken,
by
which
people,
and
by
when.
Content
• The intent is not to re-create the discussion but to capture the key points and the specific commitments for
each topic, so that non-attendees have a sense of what happened and all have a record of who will take
further action
PERFORMING: Regular Team Meeting
As a Team Leader:
•
•
•
•
Ask team members to suggest the meeting
agenda items along with a reason why
each item needs to be addressed in a
team setting.
If you ultimately decide not to include an
item, be accountable — explain your
reasoning to the team member who
suggested it.
Have all content required for the meeting
in one folder on your computer desktop!
Rotating weekly meeting topics, with
rotating meeting responsibles (each
member from the team gets to be a
meeting leader at some point of time)
•
•
•
•
Not share the Meeting Agenda at least
24 hours in advance
Let anyone exceed the time limit they
have been allocated in the agenda
Forget to add some fun and
excitement to your meetings!
Use the automatic “by the next
meeting” as the due date. Rather, be
thoughtful about what timing make
the most sense.
PERFORMING: Regular Team Meeting
As a Team Member:
•
•
•
Be prepared for the meeting
Go through the notes/summary of the
Meeting
Negotiate with regard to due dates, if
you can not get things done by the due
date you are being/have been
allocated
•
•
•
Be late for the meeting
Fiddle with your cellphone during the
meeting
Restrict yourself from asking questions
and adding value to discussions, if
possible
PERFORMING: Regular Team Meeting
How To:
Create a Team Meeting Agenda
When creating an Agenda for the Team Meeting, pay attention to the following things:
1. Seek input from team members
2. Select topics that affect the entire team
3. Note whether the purpose of the topic is to share information, seek input for a decision, or make a
decision
4. Estimate a realistic amount of time for each topic
5. Propose a process for addressing each agenda item
6. Specify how members should prepare for the meeting
7. Identify who is responsible for leading each topic
8. Make the first topic “review and modify agenda as needed.”
9. End the meeting with a plus/delta
PERFORMING: Regular Team Meeting
Agenda
Sample & Template
PERFORMING: Regular Team Meeting
How To:
End the Meeting with a plus/delta
Here are some questions to consider when identifying what the team has done well and what
it wants to do differently:
Was the agenda distributed in time for everyone to prepare?
How well did team members prepare for the meeting?
How well did we estimate the time needed for each agenda item?
How well did we allocate our time for decision making and discussion?
How well did everyone stay on-topic? How well did team members speak up when they
thought someone was off-topic?
• How effective was the process for each agenda item?
•
•
•
•
•
To ensure that your team follows through, review the results of the plus/delta at the
beginning of the next meeting.
PERFORMING: Regular Team Meeting
Goodie Time
More Stuff to help you with planning & running effective Team Meetings
• Seven Steps to Running the Most Effective Meeting Possible:
http://www.forbes.com/sites/forbesleadershipforum/2014/02/05/seven-stepsto-running-the-most-effective-meeting-possible/#7952be3d1054
• How To Run A Great Meeting:
http://www.forbes.com/sites/kevinkruse/2014/09/05/how-to-run-a-greatmeeting/#b92de46bc9db