Making the Most of Team Meetings

Making the Most of Team Meetings


Meetings are extremely important in team building and facilitation.  It is very important that they are well structured and have a set purpose and time. When a meeting is run well it is a fantastic tool as it provides a forum where a lot of information can be given to a lot of people in a short amount of time. Issues can be addressed and action plans set into play.

Setting the Time and the Place

Giving thought to time and place considerations for a team meeting can go a long way toward producing a more effective meeting outcome.  Below are some elements to think about.

  • Is the location convenient for participants?
  • Quiet.  Is the meeting going to be held in an open environment?  Near the plant?
  • Is this an e-team meeting?  Or a meeting with members in remote locations or different time zones?
  • What time of day is best?
  • Are there time zone considerations for e-teams or remote participants?
  • For what other interruptions and distractions can you anticipate and plan?

Trying the 50-Minute Meeting

In some companies, meetings are stacked up on the hour like planes in the landing pattern at O'Hare Airport. The 50-minute meeting concept is simple; instead of a full 60-minute meeting, why not give people time for a bio break, a fresh cup of coffee, and "commuting time" to the next meeting?
50-minute meetings also help manage:

  • Overload of information that the mind can absorb at one time
  • Wandering attention spans
  • Potential health problems from sitting too long

You can't always have a 50 minute meeting, but if you're meeting will run several hours, you could have a connected series of 50 minute meetings. The extra 10 minutes in each hour -- set at a consistent clock time such as 50 minutes after the hour -- could allow for stretches, breaks, or a quick e-mail session.


More Team Building Articles

Defining a Successful Team
Types of Teams
The Forming Stage of Team Development
The Storming Stage of Team Development
The Norming Stage of Team Development
The Performing Stage of Team Development
Effective Team Building Activities
Solving Problems as a Team
Encouraging Teamwork
History of Team Building
Team Building Coordinators and Facilitators 
Benefits of Team Building
Types of Team Building Excercises
Team Building Methods
What is Team Building?