Tips for a productive meeting
Solving a problem, disseminating information or briefing the team: whatever the purpose, it is essential that a meeting be productive and help consolidate the group. Hence the importance of organizing this collective time with attention and rigor.
Define the objectives
Are you going to organize a team meeting? Start by answering the following questions:
- What is the reason for the meeting?
- Why is it necessary to mobilize the team?
After this first reflection, you can prioritize the issues and define the agenda, the main topics and the time of the meeting.
Involve the team in the preparation
Your team members are the first to be involved. In addition to informing them about the topic in general, ask them a few days before the meeting:
- If they want to address or elaborate on some topics.
- If they should reflect on a specific point.
- If they should prepare a summary of recent activities or results.
A team meeting should be effective. Jeff Bezos, founder of Amazon, has what he calls the “two-pizza rule”. The more participants there are, the less productive and creative a meeting will be. Two pizzas should be enough to satiate the entire group.
Control the course of the meeting
Control the course of the meeting, so that the participants do not disperse and the meeting does not last longer than it should.
- Introduction: start by talking about the context of the meeting, topics to be addressed and how the meeting will be conducted.
- The manager should encourage team members to speak up and take initiatives.
- Remember to take occasional breaks if the meeting lasts more than an hour and a half or two hours.
At the end of the meeting, return to the major issues and decisions that were made. End with reminders about deadlines and dates for new meetings, for example.
Gather the necessary documents
To save time during the meeting, gather and analyze all the documents that will support you: marketing data, business results and product samples, for example. The PowerPoint presentation should be brief and clear, and can be used as a support.
Choose a suitable place and time
When will the meeting be held? Meeting planning must also be successful: choose a time when there is less activity and when team members are focused and ready. The best time would be between 8:30 and 9:30; avoid scheduling a time after lunch as much as possible. Regarding the location, a meeting room is most appropriate. Effective preparation paves the way for a participative, successful and productive meeting.