The number of team meetings you’ve received in your inbox has likely significantly increased since the world went remote in March 2020.
Because of how much time we spend on Zoom and a webcam, it’s time for managers to plan team meetings to capture their employees’ attention and encourage participation.
Be Intentional
Most people managers and founders assume they should meet with their team once or twice weekly. This is sometimes justified, as Levi Olmstead did when managing a small team at Whatfix.
Olmstead’s meetings are usually half-hour sessions. The first one is on Tuesday and features a quick update on the team’s goals and KPIs. The team then gets an opportunity to provide an overview of what they’ve accomplished during the previous week and any findings they want to share. The meeting ends with a housekeeping note.
The second meeting of the week is on Thursday. It’s a placeholder meeting that allows the team to explore different ideas. It can also be a venue for brainstorming sessions or lunch-and-learn style activities.
Share The Agenda
Unfortunately, despite the reduction in the average length of meetings over the past couple of years, sessions still run about 50.6 minutes. To make the most of your team calls, create an agenda with specific focus items.
Make sure to share the agenda with everyone so they can ask questions or prepare speaking points. Having everyone aware of the meeting’s agenda can help speed up the process and catch everyone up.
Allow Collaboration
Contrary to popular belief, collaborating during a meeting is only sometimes necessary. Instead, start the discussion well before the actual event.
Scheduling software such as SavvyCal can help you find a time that works for everyone on your team, especially if you have teams across time zones.
You can also use async tools, such as HyperContext or Fellow.app, to allow everyone to review and add action items to the meeting’s agenda.
It’s also helpful to think outside of the box regarding the meeting. Instead of using a traditional PowerPoint, try something that allows interaction.
Designate Rolls
One of the most common reasons for poor team engagement is the need for more participation. Having a designated role for each participant can help make the meeting more engaging. For instance, a timekeeper can help keep the discussion on track, while a facilitator can help with the agenda.
To make the meeting more inclusive, try shifting the participants’ roles every week. Doing so will ensure that the most time-consuming tasks don’t fall on one employee.
Start With an Icebreaker
Although an icebreaker might seem like a college orientation activity, it can be very effective.
For instance, according to Shayla Price, the founder of PrimoStats, her team has a monthly game that allows everyone to think about their ideal partner. It also lets them learn about each other’s personalities.