How to run a successful team meeting

Mar 15, 2013 | | 0 comments |

If you are in and out of meetings all day as a project manager; you should figure out by now the best way to run them efficiently.

  • Set the objective- why are you calling this meeting? Email a clear bullet point agenda a day before the meeting. Make sure everyone is informed on the reason for the meeting so they come prepared. 
  • Required Outcomes of the meeting- If there’s some decision making happening which is the output of the meeting; make sure you mention it in the email. More information you put there, you make it easier for the members to understand. Any document required to make the decision should be attached in the email when you send out the agenda. 
  • Assign a note taker- You want someone to volunteer to take down notes or you can bring in your own note taker during the meeting. You don’t want to miss out on important points discussed during it and send out a detailed minutes after the meeting. 
  • Manage your time well- No one wants to get bored. Try standing up for the meeting, manage your team by limiting the meeting and to run your meeting like Google, read up this link.
  • Discourage taking sides- Don’t take sides during meetings, beware of what you say and how you say it. Meetings are a great way to learn about human behavior, body language and a way to understand the  reactions even before it happens.
Don't underestimate the importance of meetings, its a great way to learn about the people you work with. So, run them well, learn from them and be an expert in benefiting from them. 

5 ways to get your team to adhere to the incoming change

Change is good. Change is difficult. Change leads to more change.

And you are going through a change with your team- could be team shuffling, can be inclusion of distributed team members, can be a transformation and you want the team to stop worrying and be at ease.

Here are few ways to get it done:

  • Provide enough information to stop the panic-If you already know the road map  share it with your team, so no one is in panic mode and work continues. Make sure you answer questions, share your vision and keep them engaged during the change.
  • Communicate often- Talk to them on what’s bothering them, look for honest feedback, listen to their needs and keep the communication open. Set up a communication plan with your team- a meeting once  a week or an email update that goes out on Friday 5 pm.
  • Naysayers- Keep them in the communication loop. It’s easy to spread discontentment and negative word around much faster, so make sure you know what’s going on at the water cooler.
  • Mind your Body language- You don’t want to be the manager who says something and believes in something else. Before you go out on an information sharing crusade make sure you know what you are talking about and know it well to filed any questions coming your way.
  • Acceptance- If you want your team to accept the change, make sure you create an environment that allows them to stay positive and get all the right information at the right time. 

(Pic Courtesy: Google images)

To learn more about project management, read my book Stepping into Project Management (Welcome to the #PMOT World). To connect with experienced Project Manager's from all over the world, get mentored or shadow for a day see the SIPM Community.