7 Types of Meetings Teams Need to Excel At (+Free Agenda Templates)

7 Types of Meetings Teams Need to Excel At (+Free Agenda Templates)

In the business world, there are hundreds of types of team meetings, ranging from common ones like team weekly meetings to more specialized ones all-hands meetings. Depending on your profession, you might find yourself attending all sorts of different meetings each week. However, sometimes less is more.

No matter what businesses your team runs, there are a few fundamental meetings that all teams should excel in, as they can yield the greatest return on investment when executed effectively. This article will introduce you to the most essential meeting types that every team should master to maximize productivity. Additionally, we are offering a free meeting notes template on Notion for each type of meeting so that you can use them easily for your next meeting. Let’s dive in!

How Many Types of Meetings are There?

Just how many types of meetings are there? The exact number is hard to pin down, as there seems to be a meeting type for nearly every situation. While organizations generally acknowledge anywhere from 6 to 30 types of team meetings in a business, we contend that there are at least 7 types that can benefit any team, regardless of their field.

We advise against introducing too many meeting types, as every meeting type is a craft that takes time and effort to master, but of course, the number may vary based on the complexity of your business operations. We’re hesitant to put a definite number on it, but 7’s a good number for the average team. In this article, we’ll be talking about these 7 meeting types in detail, from their value, purpose, principles, and SOP.

Why Meeting Agendas are Core to Effective Meetings

Meetings are really important for working together well, making decisions, and coming up with new ideas. But if there’s no plan in place, people in these meetings might not know how to start talking or what order to discuss things in. This can lead to confusion and the meeting going off track or lasting longer than needed. That’s where meeting agendas come in—they give a clear plan of what to talk about, who’s in charge of each topic, and how much time to spend on each item.

According to Harvard Business Review:

An effective agenda establishes clear expectations for what should happen before and during a meeting. It aids team members in preparation, ensures efficient time management, swiftly aligns everyone on the same page, and signals when a discussion is concluded. If issues arise during the meeting, a well-crafted agenda enhances the team’s capacity to address them effectively and promptly.

How to Write an Agenda for a Meeting

If you’re the one organizing the meeting and it’s your job to create the agenda, here are some essential things you should include to ensure the agenda is as complete as possible:

  • Meeting title: Clearly state the purpose or main topic of the meeting
  • Date, time, and duration: Specify when the meeting starts and ends
  • Main goal: Briefly describe what the meeting aims to achieve
  • Discussion points: Divide the meeting into specific topics or sections
  • Supporting materials: Mention any reports, data, or materials attendees should bring or review before the meeting
  • Decisions: Include a section to outline the decisions that were made or not made
  • Action items: Assign and document the actions that need to be taken after the meeting
  • Follow-up: For recurring team meetings, confirm if another meeting is needed or set the date and time for the next one
  • Feedback: Provide a way for attendees to share their thoughts on the meeting for ongoing improvement

The level of detail you include for each of these components will depend on the type of meeting you’re organizing, but the agenda should touch on these aspects throughout. Remember, share the agenda ahead of time so attendees have ample time to prepare.

With Huddles.app, an AI meeting note taker, you can write meeting agendas collaboratively with your teammates in the same live document, or build an meeting agenda automatically with our AI copilot. Meeting agendas don’t need to be complicated!

7 Core Meeting Types for Effective Teams

In this article, we will explore in detail these seven different types of meetings, looking at why they are important, what they aim to achieve, the principles that guide them, and the standard ways they are typically conducted. Each type of meeting has a specific role to play in promoting effective communication and teamwork.

By grasping the distinct value and purpose of each meeting type, as well as the principles that underpin them and the most effective methods, teams can improve how they communicate, make decisions, and work together to successfully reach their goals.

Daily Standup Meeting

Value of Daily Stand-up Meetings:

  • Prompt communication: Encourages close collaboration on a daily basis.
  • Transparency: Team members are well-informed about what was accomplished yesterday and the plans for today.
  • Identifying issues: Encourages team members to actively share any obstacles or bottlenecks, facilitating early resolution.

Purpose of Daily Stand-up Meetings:

  • For team members to quickly and openly update one another on what was done in the past 24 hours and what is planned for the next 24 hours.

Basic Info about Daily Stand-up Meetings:

  • Duration: 15 minutes
  • Frequency: Daily
  • Suitable for: Closely collaborative, especially remote teams; project groups.
  • Recommended number of attendees: 3-12 people

4 Principles of Daily Stand-up Meetings:

  • Quick & concise
  • Precise communication. No unnecessary chatter
  • Focus only on yesterday and today
  • Actively report any obstacles encountered

Free Meeting Agenda Template on Notion

Weekly Meeting

Value:

  • Track progress: Ensures everyone is on the same page about the team’s overall progress and how close we are to achieving our goals.
  • Remove obstacles: Offers a rapid response to clear any hurdles in collaboration and action, facilitating the efficient achievement of team objectives.
  • Boost energy: Enhances mutual understanding, strengthens interpersonal relationships, and increases team cohesion.

Purpose:

  • To drive collaboration within the team on a weekly basis
  • To ensure everyone is clear on the current work progress
  • To remove any obstacles to collaboration and action, and efficiently achieving team goals.

Basic Info:

  • Duration: 30-45 minutes
  • Frequency: Weekly or bi-weekly
  • Target attendees: Core members of a team; a project group
  • Recommended number of attendees: 3-12 people

5 Principles of the Weekly Meetings:

  • Each meeting should have a clear purpose, lead to decisions, followed by actions.
  • Discuss one topic at a time. Avoid interruptions and stay on topic.
  • Record outcomes and conclusions consistently.
  • Focus on next steps. Address major or complex issues in separate meetings.
  • Start and end on time, respecting the allocated meeting duration.

Free Meeting Agenda Template on Notion

One-on-one Meeting

Value of One-on-One Meetings:

  • Understand employees’ current work progress and remove any obstacles.
  • Ensure timely information synchronization, making sure employees have a comprehensive and unified understanding of key events and decisions.
  • Gauge employees’ work status, emotional well-being, focus levels, and energy levels.
  • Adobe saw a 30% reduction in voluntary turnover rates after the full implementation of One-on-One meetings. General Electric experienced a fivefold increase in productivity 12 months after implementing One-on-One meetings across the company.

Value of One-on-One meetings:

  • Leaders regularly converse with team members to stay updated on work progress, personal growth, and to help remove any barriers for the members.

Basic Info of One-on-One Meetings:

  • Duration: 45 to 60 minutes
  • Frequency: Monthly or bi-monthly (bi-weekly for new employees or new leaders)
  • Suitable for: Leaders and their direct subordinates

4 Principles of One-on-One Meetings:

  • Focus on the human aspect
  • 80/20 rule: Let employees speak 80% of the time
  • Be skilled in asking questions and listening
  • Take note of agreements and actions

Free Meeting Agenda Template on Notion

Decision-making Meeting

Value of Decision-Making Meetings:

  • Every decision-making meeting should produce results.
  • Streamline team thoughts, have in-depth discussions, and achieve consensus.
  • Actions agreed upon tend to be executed more effectively.

Purpose of Team Decision-Making Meeting:

  • Facilitate team’s collaborative effort to swiftly reach a final decision on a specific issue.

Basic Info of Decision-Making Meetings:

  • Duration: 15-60 minutes
  • Frequency: Whenever someone wants to bring people together to make a decision
  • Suitable for: A team or stakeholders involved in making a decision
  • Recommended number of attendees: 7 people or less
  • Suitable for brainstorming and collective decision-making. Not suitable for autocratic decisions or simple yes/no votes.

5 Principles of the Decision-Making Meetings:

  • Good enough for now, safe enough to try.
  • Make it happen; take the next step.
  • Agile iteration; celebrate change.
  • Always focus on meeting the needs of the proposer and addressing the concerns of the opposer.
  • Present opinions along with constructive improvement proposals.

Free Meeting Agenda Template on Notion

OKR Meeting

Value of OKR Meetings:

  • Extensive Discussion: Each team member contributes ideas on what goals to aim for, hearing each other out.
  • Clear Understanding: Through clarification and feedback, ensure that each team member fully understands the goals.
  • Inspire Action: Ensure that each team member knows what to do to support the team in achieving the goals after the meeting.

Purpose of OKR Meetings:

  • Collaboratively set clear OKRs and key actions for the next period, making the goals truly everyone’s goals.

Basic Info about OKR Meetings:

  • Duration: 45-60 minutes
  • Frequency: Bi-monthly, quarterly
  • Suitable for: A project team or a team with common goals
  • Recommended number of attendees: 6-12 people

5 Principles of OKR Meetings:

  • Challenge each other with high standards, be sincerely open.
  • Clarify issues first, then provide feedback.
  • Validate assumptions, focus on experimentation.
  • Good enough for now, safe enough to try.
  • Iterating the process is more important than perfecting the goal.

Free Meeting Agenda Template on Notion

Retrospective Meeting

Value of Retrospective Meetings:

  • The essence of retrospective meetings is to learn from past experiences. They help the team gain insights, inspiration, and improve their own and the team’s knowledge and capabilities, thereby enhancing the organization’s effectiveness in taking action.

Purpose of Retrospective Meetings:

  • To support growth through collective review, reflection, and discussion. Discussing what went well to sustain and how to improve areas that didn’t meet expectations.

Basic Info about Retrospective Meetings:

  • Duration: 30-45 minutes
  • Frequency: Bi-weekly, monthly
  • Suitable for: A project team; a team with common goals
  • Recommended number of attendees: 6-12 people

6 Principles of Retrospective Meetings:

  • Actively participate; come with the mindset to share.
  • Focus on learning based on personal experiences.
  • Acknowledge personal accountability for issues.
  • Do not dismiss others’ viewpoints; there’s no hierarchy in personal perspectives.
  • Embrace new ideas, identify opportunities for improvement, and recommend potential improvement methods.
  • Provide timely positive feedback instead of thinking in terms of “either this or that.”

Free Meeting Agenda Template on Notion

Mission Exploration Meeting

Value:

  • Clarify the organization’s direction: Defining a mission helps clarify organizational goals and inspires team collaboration.
  • Deep resonance between employees and the organization: Involving key employees in mission formulation increases their loyalty and engagement.
  • Guiding principles for daily work and decision-making: Letting people know why we do what we do and what our bottom line is.

Purpose:

  • Facilitate collective perception sharing, discussion, and dialogue to ultimately generate the organization’s mission statement.

Basic Info:

  • Duration: 60-120 minutes
  • Occasions: Team formation; annual mission review; when key partners join the team
  • Suitable for: An organization with common goals

3 Principles:

  • Engage with heart, not just the mind.
  • Be aware of one’s inner self and energy.
  • Confront one’s and others’ fears and desires.

Free Meeting Agenda Template on Notion

Conclusion

In conclusion, the various meeting types discussed in this article serve as essential tools for fostering effective communication and collaboration within teams. From the prompt updates of daily standup meetings to the strategic decision-making of decision-making meetings, each meeting type plays a crucial role in achieving team objectives.

To become proficient in these meetings, using meeting notes templates can be a helpful beginning. As you participate in more of these meetings, you’ll naturally begin to refine and adapt them to suit your team’s requirements. You can access our templates by simply clicking on the images for our free Notion templates or by directly using these templates in Huddles.app.

As teams embrace the unique value, purpose, and guiding principles of each meeting type, they can enhance their communication, decision-making processes, and overall effectiveness in working towards shared goals. In the words of an ancient proverb, “Alone we can do so little; together we can do so much.”

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