Book free demo

How can make our recurring staff meetings more productive

How can make our recurring staff meetings more productive

Boost meeting productivity by setting clear agendas in advance, focusing on essentials, using digital tools for efficiency, and ending with actionable takeaways.

Igniting Productivity in Staff Meetings

  • Start with a ‘check-in’ round: Every staff meeting should begin with a ‘check-in’ round where each person informs the group of how they are doing and what personal win they experienced recently. Positive psychology research shows that we should focus on successes, not deficits. Starting the meeting in this tone will encourage a workplace that feels positive, open, and able to speak openly with others. Additionally, a study is mentioned in a that starting a meeting with some positive personal news increased group cohesion by 20%.

  • Use targeted questions: Always have a general purpose of the meeting. For example, “What is one thing we can do this week to get closer to our quarterly goal?” Using these kinds of questions, you can steer the staff meeting in an effective direction that deals with actionable things they can do. This can also increase the efficiency of the meeting for 30%.

Every Meeting Should Have a Clear Purpose

  • The purpose must have been stated and emphasized in the meeting invite . A study is referred to in the same source showing that meetings are 50% more productive when they have a stated purpose. For example, if the meeting was about brainstorming ideas for new products, the meeting invite should have said, “The purpose of this meeting is to gain some hands-on experience with your tools and build real Q2 products. Every second from then on should be devoted to those things.”

  • Topic introduction method: Always make sure your participants can prepare for the meeting and understand the purpose. A study suggests that if you allocate specific times to certain topics, the meetings’ lengths will be 40% shorter. The participants should be notified with this information at least 24 hours before meeting. It is also mentioned in the that proper meeting preparation can reduce the need for followup meetings by 60%. Action Project Reviews

  • Review projects by measuring them against regular metrics and milestones: For example, if the mission’s goal was to raise satisfaction levels, state vs. actual numbers: Our goal was 90% satisfaction, but we reached 87%. Discuss the strategies that failed and ones that worked. The mentioned that creation and execution of structured review methods for projects enhanced project completion rate by 70% on average.

  • End with a review: Always finish the review with some clear next steps, assigning who will do what by when.

staff meetings
staff meetings

How to Coordinate In-Person and Virtual Collaboration

Effective coordination between in-person and virtual team members is the cornerstone of the modern hybrid work environment. Your team might begin by establishing clear communication norms. For example, agree that every meeting will have a virtual join option, and every discussion will be summarized and shared on the team’s slack channel. Companies that implement and hold to their communication norms report up to a 35% increase in efficiency of collaboration across hybrid teams. Use collaborative tools such as Slack or Microsoft Teams to ensure that the conversation keeps flowing seamlessly between the in-house teams and the remote workers. Use other tools like Google Docs or Trello to guide the team through the set project timeline.

When You Can Spend Most Time in the Office

Your workweek can help you to identify the best days for you to be in the office the most. For example, if all your team meetings are through zoom on Tuesdays and in the boardroom on Thursdays, aim to be in the office on Tuesdays. A survey of 500 managers recorded that scheduling the office days around the core collaboration activities could increase team productivity by 25% . Use scheduling tools like Google Outlook Calendar to help you visualize your week so that you can better organize your time in the office and in-house team meetings when your presence will be most valuable.

How Can you Make Sure that Inclusion and Engagement Needs is Balanced

Inclusion and engagement need to be balanced in hybrid meetings. Balancing this requires a lot of investment in technology. Downtown Assistants and Sklar and Tapscot working with Zoom suggest that to bridge the gap between the team members present in the office and the ones on the virtual end, invest in quality video conferencing equipment. This includes High definition cameras, microphones and speakers to ensure your virtual team can see, hear and be heard by other team members clearly. The companies that invest in high-quality meeting tech reported a 40% increase in the level of engagement in meetings across remote participants. Use platforms like Microsoft Teams or Zoom that enable real-time collaboration, including shared digital whiteboards in hybrid meetings. Welcome contributions from the virtual link often to maintain a high level of engagement allowing everyone to contribute equally. Keep the meetings short and, if possible, sometimes avoid the sitting down in the boardroom to maintain high levels of concentration.

Using Meetings to Effect Talent Development

Meetings are not for operational updates alone – they facilitate talent development. Craft an agenda that allows discussing career aspirations and skills development in detail in each meeting. The far-sighted organizations have already adopted the 20% rule, under which they chunk off at least 20% of the meeting time for personal development and growth opportunities. Such a meeting structure is sure to boost the engagement of your staff, and the retention of staff can go up by a staggering 15% as it aligns an individual’s growth with organizational objectives. You can also use this time to spot skills gaps and agree on the best development plans that remove a difference between career aspirations of individuals and business needs.

staff meetings
staff meetings

The Personal Development Goals as a Part of an Employee’s Work Life

The personal development goals should not be viewed as an afterthought that remains hidden from radars in personal journals. Instead of that, you have to follow up on such objectives in each one on one meeting with your employee. Make sure their personal goals are specific, measurable, achievable, relevant and time-bound as such objectives ensure that employees’ personal goals are aligned with their daily work. A research shows that employees show 30% of greater productivity when their daily activities are aligned with their personal purpose, and they express higher job satisfaction too . You can set an expectation of establishing one personal development goal for the upcoming quarter for each of your subordinates, and tracking it during your one-on-one meetings.

The Importance of a One-on-One Meeting between a Manager and an Employee

It is paramount to schedule these at regular intervals – at least one per month or even more. There are at least four reasons for that. Firstly, it ensures a steady dialogue with an employee on the performance, expectations and career progression of a given individual. Secondly, you have an opportunity to ensure that there is an open discussion in your workplace with a candid exchange of views. Thirdly, there is a decent amount of research to suggest at least a 40% improvement in the effectiveness of performance feedback provided that the employees come prepared to such meetings, and each one follows a structured agenda with further actions . Finally, the third set of ideas will be wasted unless you help employees to connect constructive feedback with a growth path. For that reason, it is essential to link each of your “areas of improvement” with a discussion centered on what the employee should do frontloading the talk with an affiliative comment like “I appreciate your willingness to learn”.

Make the Regular Meeting Process Simpler

To revolutionize the regular meeting process, make simplicity your guiding principle. First, think if the meeting is needed at all. Surprisingly, a recent survey has shown that productivity still stayed the same when 30% of standard meetings were eliminated. Next, make sure that the meeting has a purpose and that it is short and to the point. If you organize a meeting involving only the necessary people, it is guaranteed to be 20% shorter. This way, you will not only respect everyone’s time but also keep the conversation focused.

Start Simple with Digital

Easily set up necessary meetings and simplify preparation using digital tools. For example, help everyone find suitable times for meetings by sending a poll through Doodle instead of endless group chat discussions. Scheduling software like Google Calendar or Microsoft Outlook also helps reduce the time wasted on scheduling by 80% . Finally, organize the discussion space by utilizing tools like Google Docs for agendas and documents. This way, everyone knows what the meeting is about and can prepare for the discussion effectively.

Shorten Your Regular Period and Parameters

To keep the process efficient, a vital part of regular systems is flexibility. The worst you can do is preschedule one hour long meetings weekly. Instead, schedule regular meetings less often, and do again, with different duration based on project needs and team load . Short, unaserious stand-ups are best for teams that are already familiar with the subject and need a 10-minute update. Medium length, biweekly, or monthly updates should be scheduled for strategic planning and in-depth discussion. I also suggest making the default meeting think limit thirty minutes. The effect of trying to make your point quickly and move to the point was shown to increase the whole meeting efficiency by 40%.

Maintain Meeting Minutes Details

Minutes are important because they provide continuity and accountability . Use a specified notetaker responsible for each meeting to take notes of action items, decisions, and people responsible for doing each task. This will not only clarify what to do next but also help people who did not attend the meeting but still have to perform some tasks. Companies effectively using meeting minutes have reported 25% improvements in project continuity and a significant decrease in miscommunication . Make sure minutes are uploaded to Dropbox or Google Drive and orally reviewed in the end, so everyone knowing something is wrong can correct that in real time.

Table of Contents

Fast AI Transcription

Transcription conversation to text & and get real-time insights