Team Meetings

Me addressing the New Hires

If you lead a team, inevitably you will have to conduct team meetings.  These are prime opportunities to efficiently disseminate information, discuss, train, and collaborate with your team.  Throughout the years I have developed a standard meeting agenda in order to keep the information organized and to utilize every minute of our hour together. 

  1. Word on the Street (5 Min) – Always at the top of the agenda for me, this gives the team the opportunity to bring up any department rumors that they have heard.  Any non-business rumors or unprofessional gossip are not allowed in this forum, but any thing else that your people have heard that may be giving them anxiety can be addressed here.  The intention is for me, as their leader, to provide clarification in order to set the team’s minds at ease for the rest of the meeting.
  2. Future State (10 Min) – In the book, The Truth About Leadership, by Kouzes and Posner, the 4th Truth is that focusing on the future sets leaders apart.  I contend that focusing on the future can also set teams apart.  In this segment we discuss the future state of our industry, our company, and our team.  Most of this time is devoted towards the future goals of the team and the team members, and how we can collectively achieve those objectives.    
  3. Need to Know (20 Min) – During this portion of the meeting I communicate any new or changes to policies or procedures, taking extra care to give examples on how to complete the task and what a successfully completed task looks like.  This part of the meeting should also be where you address any team metric opportunities, with of course, a well communicated plan for improvement.
  4. Good to Know (15 min) – In this segment I address any updates from previous meetings, but mostly this is time I provide some sort of training.  If a training opportunity is not present, you can use this time to reiterate the location of training resources or the names of people that can answer questions about particular products or services.
  5. Miscellaneous (10 min) – The last section of the meeting is where I recognize team and individual achievements.  I also go around to each member and ask if they have anything else to add, before ending the meeting with a reminder of when the next meeting will occur.

What I like about this template is that it keeps me organized while allowing me the ability to adjust the timing depending on the priorities of the week.  For example, we recently had a major transformation of our HR platform, so the “Need to Know” and “Good to Know” sections were combined to 35 minutes for overview, education, and walk-thru for the team.  If I have a guest speaker, I can show them my agenda in order for us both to decide where in the meeting they would best fit.  I am always open for improvement, so what else should I address or add to my agenda?  Do you have a set process in which you facilitate your team meetings?  I’d like to hear about it!  

Author: Allen Camacho

As an experienced leader, my purpose is to lead those around me in a way that makes them feel heard, valued, and appreciated in order to achieve a high standard of excellence, together. With over 2 decades of professional leadership experience and overcoming some of life's difficulties, I offer a unique perspective on how to assist those around me in improving their personal and professional life. As a person with one lung, I take in every moment one breath at a time. Unapologetic Wolf Pack, Raiders, Warriors, and Guardians fan (in that order).

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