An Effective Team Meeting Checklist

June 21, 2009 | Teamwork | Beth Schneider-Wachner

By Beth Schneider

If you have 2 or more people who regularly work with your company, you should be having team meetings. You will be surprised at the suggestions, points of view and great ideas that will arise out of spending regular time together. The time together will build bonds between team members, clarify priorities and get the team working -even when you aren't!

One of, if not the biggest expense in business is paying for a team. Having regular, efficient team meetings is a key way to make sure you are getting the most out of your team members.

Many small business CEOs, like you know that team meetings are an essential for a growing company, but are unsure of how to make them effective and time efficient. Here's a team meeting checklist to get you on the fast track.

Before the meeting:

Set a recurring date and time to meet with the core members of your team.
Choose a meeting host who is responsible for sending meeting invitations and taking notes during the meeting.
Create an agenda, cover things like marketing strategy, current client situations, problems that need solutions, brainstorm ideas, etc. Share the agenda with the meeting attendees. Have the meeting:
Start the meeting by choosing a time keeper who is responsible for watching the clock. This way your meetings won't last for 12 hours. Go through the agenda items; share information, solve problems and create tasks/projects/action items as necessary.
For each task/project/assignment choose an "owner" (someone who will take the item to completion) and set a deadline. The meeting host (note taker) should create a list of the projects, owners and deadlines so there is a record of what you decided would get done.
As the leader, spend a few minutes acknowledging the members of your team for their efforts. It's easy to forget to say thank you. Appreciation and "thanks yous" go a long way. After the meeting:
The meeting host sends out the meeting notes and assignment list to each meeting attendee.
I recommend meeting at least once a month for approximately 30-60 minutes. If you have frequent client projects, launches or complicated systems that involved multiple people, then consider meeting twice a month or once a week. Start out with once a month and then see if you need additional meetings.


© 2009 Beth Schneider, Process Prodigy, Inc.

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