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Effective Team Meetings

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Abdulaziz Almawash
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10 views

Effective Team Meetings

Uploaded by

Abdulaziz Almawash
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Activity 29

Effective Team Meetings

Discussion: As a supervisor, you will need to attend meetings with your team, with your peers to
coordinate projects and with senior leadership to make sure you understand priorities or changes in
plans. When you have the chance to lead meetings, make them as effective as you can!

The cost of meetings: Team Red meets once a week for 1 hour with 6 members. The average salary for
each team member is $50,000 per year or $25 per hour. If the team meets 50 weeks per year, how much
salary and wages is spent on this meeting every year.

$25/hr. x 6 people = 150 per meeting.


$150/meeting x 50 meetings = $7,500 per year

That is a LOT of money for people to sit around, eat donuts and socialize! Meetings need to have a
purpose and a result to make them worthwhile. Make sure you understand why you are meeting!

Best Practices
• Send out reminders of the meeting with latest agenda at least 1 day prior to the meeting.
Try to meet on a schedule to get into a rhythm. How often to meet is a function of the goals
and deadlines of the team.
• Start on time: If you want to have an informal socializing time beforehand, that is fine.
However, when the meeting time comes, start the formal part of the meeting.
Not meeting and ending on time is DISRESPECTFUL
• As a leader, show up early and plan to stay a little late. Those informal conversations make a big
difference.
• Follow the agenda!
• Ask input from the senior people last
• Have the room be as small as possible while holding all members to develop intimacy.
• If a complicated item is for just one or two members, let them work it outside the meeting.
• Try to keep meetings to less than 45 minutes.
• Take short brakes.
• Consider ordering lunch in or hold working lunches for longer meetings. Time is more valuable
than food.
• Before ending:
• Have agreement on assignments/due dates
• Set a time and location for next meeting.
• END ON TIME! In fact, have a goal to end early. DON’T use “filler” to compete the time:
UNLESS: the group is a social group or needs social time to bond (e.g., self-directed team)

The impact of the leader: If the leader is always late, the group will start late. If the leader comes back
from brakes late, the team will start late. If the leader does not follow the agenda, the team will not
have a direction. A leader who leaves right away indicates that there are MUCH more important items
OTHER than this team.

Assignment: (1 point each)


• Figure out the cost of a three-day conference for 30 employees. The average hourly pay for each
attendee is $25 per hour. Assume 8 hours per day for 3 days. Do not include travel costs,
conference room costs or meal/hotel costs. Show your work.

$25/hr. x 8 hours/day x 30 employees x 3 days = $18,000


• Why should you ask the opinion of the senior members last?

To avoid the dominance of senior employees' opinions over the lower employees.

• What are two factors that would require the team to meet more often? Another way to look at
the question: What are two factors that would make meetings less often? (answer one of these
two questions).
1- tight deadlines requiring to meet more often.
2- urgent projects as well.

• BEFORE ending, name two things that should be done.


1- Agreeing on the assignments/tasks distributed among groups or workers, as well as their
deadlines.
2- Setting a time and location fo the next meeting and agreeing on it as well.
• You are done with the meeting early. As the leader, why would you not end the meeting and
keep them together?

I would not end the meeting as these meetings are not cheap. Therefore, getting the most out of these
meetings is important. The time remaining can be utilized by discussing other important topics, or
setting up/modifying other goals or tasks.

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