Team meetings are an essential part of any workplace. They provide opportunities for collaboration, brainstorming, problem-solving and strengthening relationships between team members. However, unproductive meetings can waste time and lower morale. Careful planning is key to ensuring your London team meetings are engaging and accomplish their goals. Here are some tips for planning productive team meetings.
Set a Clear Agenda
The agenda sets the tone and objectives for the meeting. Send a concise agenda to all attendees at least 24 hours in advance so everyone comes prepared. Include the following:
- The meeting’s purpose and desired outcomes
- Topics to be discussed
- Time limits for each topic
- Any pre-work required by attendees
An agenda keeps the meeting focused and on track. At the start of the meeting, review the agenda and desired outcomes.
Choose an Appropriate Time and Place
When scheduling a meeting, avoid early Monday mornings or late Friday afternoons when energy levels are low. Midweek mornings tend to be optimal. Whenever possible, make meetings 30-45 minutes long. People’s attention spans tend to wane after that. Choose a meeting space that is conducive to collaboration. Ensure there is comfortable seating and adequate lighting.
Provide Food and Refreshments
Food is an important part of productive meetings. Offer sandwiches, snacks, and beverages to keep employees energized and engaged. Consider using a company that offers corporate catering in London if you don’t have food facilities onsite. London’s top catering service can provide an assortment of sandwiches, fruit, baked goods, and drinks. A well-fed team is a happy team that can focus better on the tasks at hand. Just be sure to confirm any food allergies or dietary restrictions ahead of time and make sure any London catering services you choose can accommodate these.
Use Visual Aids and Icebreakers
Visual aids like whiteboards, flip charts and slides help focus the discussion. Begin with an icebreaker like a quick round of introductions or trivia questions to get creative juices flowing.
Encourage Participation
The best meetings are collaborative. Solicit input from everyone, not just the vocal few. Consider jotting down a list of attendees and checking them off as they contribute. Gently draw in quieter team members by asking for their perspective.
Summarize Action Items and Next Steps
Be sure to document action items, owners, and deadlines. Summarize these at the end of the meeting and send to attendees later as a reminder. Also, explain the next steps and clarify responsibilities. Close the meeting by asking for feedback on how to improve the next one.
Follow Up
After the meeting, send a follow-up email thanking attendees and reiterating action items and next steps. Share notes or meeting minutes. Follow up on action items and check in with members assigned tasks.
Well-run team meetings are crucial to a collaborative and productive workplace culture. With careful pre-planning and an eye on engagement, your meetings will bring out the best thinking from your team members. They will walk away feeling energized and committed to carrying out action items. The time invested in planning will pay off with meetings that drive progress and strengthen teamwork.