Book free demo

5 Common Business Meeting Types

5 Common Business Meeting Types

Business meetings vary, including weekly status updates, strategic decision-making sessions, creative brainstorming, problem-solving, and client relationship-building discussions.

Status Update Meetings

Status update meetings are a cornerstone of team projects. Usually occurring on a weekly basis, these meetings allow all team members to synchronize on the project progress, realize current and possible future obstacles, and adjust their goals as needed. The purpose of these meetings is also to ensure that the end of the week finds all team members aware of the current state of the project and the things they need to do to support it. Usually lasting anywhere between 15 and 30 minutes, they are a part of the weekly rhythm of the team’s progress, making this progress predictable to a certain extent.

Roles of Team Members

Team members present at a work update meeting vary depending on the nature and objectives of the meeting. The typical work week update meeting is attended by the project manager and the team members involved in the projects that are currently underway. Depending on the specifics of the discussion, department heads or company stakeholders may also be present. However, it is essential that the project manager is present at the meeting. as the facilitator, so to say, to draw a discussion line where needed and monitor time.

Agenda and Duration

A work update meeting is based on a clear and methodic agenda that does not change, as this meeting cannot afford to waste time. This goes as follows:

  • Greetings by the project manager, who also states the purpose of the meeting.

  • Round table updates, with the team members reporting on the tasks they are currently working on, the positive results achieved, and the problems encountered by them in the current week.

  • Discussion of roadblocks, where the team works actively to find a solution or a workaround to the problem reported.

  • Next steps.

Note that this format implies that every member of the team has spoken during the meeting and that all aspects of the project’s progress had to be discussed in detail. Instead of a bulletin board, the discussion in the work update meetings often takes its visual representation in something like Asana, Trello, Monday.com, or any other project management tool in use that provides a visible, shared space to track the progress and discuss each point. To make such a meeting efficient and results-driven, it is important to keep an agenda short, generally, not over 30 minutes, stick to it firmly, prepare all relevant information for the round table in advance, and focus on finding a solution, not on describing a problem.

Decision-Making Meetings

Decision-making meetings are highly important in terms of forming the strategic course for the company. During such meetings, all the interested parties who are concerned with the choice gather together to evaluate the options, analyze the available data, and make the final decision on what should be done. As such, the current paper aims at outlining the objective and scope, participants, preparation and process, techniques and tools, and the best practices for decision-making meetings.

Objective and Scope

Decision-making meetings serve the objective of agreeing on the final decisions after the detailed analysis and decision of the topic. Typically, such meetings address rather significant issues, such as allocation of the budget, adoption and implementation of the general strategy, or approval of policies. Due to the complexity and high importance of decisions , multiple leaders usually are subject to participate in such decision-making meetings.

Preparation and Process

Decision-making meetings require in-depth preparation and attractive borrowing of the certain steps. As such, there are multiple components of decision-making meetings:

  • Pre-meeting preparation: prior to the meeting all the participants receive the meeting agenda, all the necessary data and reports with the conducted analysis.

  • Presentation of options: each option is included in a detailed plan with both flaws and pros emphasized. Data and forecasts presented by the authors usually support options.

  • Open action: the next is the debate where participants discuss all advantages and disadvantages of such options.

  • Decision-making: finally, all the interested parties vote for the decision or agree on some consensus.

Techniques and Tools

In order to make the process of a decision-making meeting run smoother, multiple companies try incorporating the tools and techniques that can help them reach the final decision. Most commonly used techniques include SWOT analysis or decision matrices as they are supposed to provide rather objective evaluation of the options . As for the tools, physical and electronic means are available: in the case with physical meetings, such tools as flipcharts, while in the case with virtual meetings, the ones that are used are Microsoft Teams, Zoom, or instant messengers on social networks. There are also various apps and software related to decision-making, which also can help in organizing the final.

Best Practices

The most important best practices of decision-making meeting are the following:

  • Clear data: all data that is provided should be visible, legible, and understandable.

  • Medium number of the participants: not every employee can contribute to the decision-making process, which is why only some chosen ones should be included in the discussion.

  • Decision recording: it is crucial that all decisions are recorded and the further rationale explained.

Problem Solving Meetings

The proposed activity for the reflection exercise is a problem-solving meeting. Problem-solving meetings are held when immediate action is needed to prevent any obstacles that would impede business, work, or project. As such, problem-solving meetings are focused sessions taking action regarding a specific problem. Therefore, the goal is to arrive at a solution as the problem is presented and taking place . Another, secondary purpose of the meeting is to put the decision into action to avoid any further problems.

Goals and Impact

The goal is to arrive at a specific action that can be taken regarding the specific obstacle or problem. An action should be taken regarding the issue at hand, and as such, there is also an adverse impact – no activity is inefficient, as it only wastes time.

Key Participants

The project manager is the key to the event and is present, alongside the core members of the team that is concerned with the issue. Depending on the events occurring, other stakeholders may also be needed, and as such, it is crucial for all who must make a decision regarding the issue to be present.

Preparation

To help an event as such go as planned, one should complete all preparation steps:

Identify the problem: create a concise description of the incident and its impact,

gather the data: before the event, gather all the data regarding the problem,

set the agenda: make the steps leading to an action clear .

Meeting Itself

Every problem-solving meeting uses various problem-solving techniques:

Brainstorming: ask everyone present to comment on the issue, no matter the quality of the answer, and even if they have none,

Root Cause Analysis:

use tools like “5 Whys” and ask a question as to why an event has happened to learn the root cause of the problem,

Decision Matrix:

apply each possible solution to a problem with several indicators: total costs, millions impact, and expected time. Calculate an average and pick the best one, apply an eye test – observe any outrageous deviations from the others.

Putting resolution as it is into effect

Following the problem-solving meeting, one should:

assign the responsibility, i.e., clarify who does what and by when,

set deadlines and success metrics: decide on how the resolution’s success is going to be measured,

schedule follow-up meetings, and

documenting all decisions and actions taken is essential.

Team Building Sessions

Team building sessions are important, as they foster collaboration, improve communication, and raise the spirits of the staff. These sessions are generally developed to make the employees closer to each other; such a method has been proven to be effective. The main objectives and the primary benefits of these sessions are as follows: enhancement of teamwork and positive relations among each other. According to statistics, a well-designed team building session is known to have raised the effectiveness of teamwork by 20%. Moreover, the sessions have an important second objective, which is the weakening or abolishing of barriers between the workers. Finally, planning and designing the session properly will lead to increased satisfaction among the workers and a reduced rate of employee turnover.

It would be much easier for the session to go efficiently if it is carefully planned. To achieve a successful team building session, one should pay attention to detailed planning, which encompassed the following stages:

Definition of the purpose: it is necessary to establish, what exactly you would like to accomplish with this very team building session – to improve your personal relations, learn to think outside of “the box”, or boost the staff’s dispositions;

Choosing of activities: after the determination of the objective of the team building session, one should single out the activities that would help to achieve these objectives; these could be different problem-solving tasks, physical activities, or some creative workshop;

Selection of the venue: depending upon the activities chosen, the venue may vary; generally, it should be either off-site or on-site; the selected place is known to have a great value, for it influences the success of the session – the atmosphere should be conducive to the maintenance of the predetermined purposes;

Activities

During any team building session, the performance of such in itself is rather important; that is why mostly four stages of activities could be distinguished:

Introduction: use an ice-breaking activity to make the audience feel safe and comfortable;

Main events: these are the activities of the team building session itself; such events vary greatly and should be selected according to the previous planning; moreover, such experiences should be adapted to the physical possibilities and health of the employees; also, some of the staff members may feel self-conscious, and such events should bear this in mind;

The conclusion of an event: each activity of the session should be followed by a so-called debriefing activity during which the participants should speak about the learned and how it should be applied to work;

Follow Up

The way an application was done has great value, as it rises the efficiency of follow-up, which is in itself important for the overall success of the team building session:

Immediate feedback: this could be accomplished in the form of official conversations and interviews and impromptu questionnaires; it is important to check at the very end of the session whether or not the purpose have been fulfilled, and set the targets to achieve in upcoming time or sessions;

Application in practice: one of the ways to increase benefits of the session is to turn what the stuff has learned into practice during work that they do every day;

The following of the previously mentioned milestones of a team building session greatly increases the effectiveness of the experience.

Innovation Conferences

An innovation conference is a dynamic event that should generate high levels of creativity, novel ideas, and expand the network of professionals in the industry. Any innovation conference serves as the platform for various thought leaders, innovators, and entrepreneurs to estimate the new trends and technological developments.

Purpose and Impact

The primary purpose of any innovation conference is to drive the industries by sharing different breakthroughs, as well as revolutionary and disruptive ideas and the outcomes from panels and roundtable discussions. Naturally, any innovation conference involves the collaboration of varied experts in the industry. Interestingly, companies with the highest degree of involvement and aggression in the innovation conferences are those with the highest R&D investments . It is noteworthy that to date, according to the statistics, companies that annually attend around 3-4 innovation conferences can implement cutting-edge new technologies from 15 to 20% more than other companies :

Organizing the Conference

Undoubtedly, effective organization of an excellent innovation conference is of the upmost importance:

Theme selection: the theme of the conference is a critical condition for the relevance of the conference as a whole. The theme should be responsive to existing technological trends as well as future prospects.

Speaker lineup: a list of speakers should include thought leaders in the industry who surely have made valuable contributions to innovation.

Marketing and outreach: In the process of organizing the event, it is possible to use various marketing techniques such as different conferences like Google Cloud Next , which involves startups, big companies, and the media all at once:

Conference Agenda

The conference flow should be the foundation of the entire successful innovation conference:

Keynote speeches: one of the most productive ways to interact is to promote the augmentation of different industry ideas providing the watcher with valuable insights.

Panel discussions and roundtables: this technique assumes the possibility to interact with the speakers and costumers, alike.

Workshops and hands-on breakout sessions .

Networking activities.

Technological Integration

To date, too, great extent, the level and the quality of any innovation conference depend on the technology used:

Live streaming、Conference app、Virtual reality .

Success Measurement and Feedback

At last, finalizing the conference, it is necessary to measure the outcomes of the event and collect relevant feedback:

Surveys and feedback forms、Impacts.

Table of Contents

Fast AI Transcription

Transcription conversation to text & and get real-time insights