Work life: staff meetings
In every organization, team dynamics are crucial. How employees interact with each other can make or break the efficiency of the work they do. Therefore, managers must know how to lead their teams toward success. One way to do this is by hosting productive and engaging staff meetings.
What's the definition of a staff meeting?
At its most basic, a staff meeting is a gathering of company employees to discuss various business-related issues. The discussion topics can range from updates on new projects to brainstorming ideas for process improvements.
Staff meetings are typically led by a manager or supervisor, and they provide employees with an opportunity to voice their concerns and ask questions.
While some companies consider staff meetings a necessary evil of business management, others see them as an integral part of the workflow. So do we really need them?
And what's the purpose?
The purpose of a staff meeting is to bring employees together to discuss company goals, objectives, and progress. This is a time for everyone to share ideas, give updates, learn about new initiatives, and collaborate on solutions. Staff meetings can also be used to build team morale and motivation. When done right, they can be a powerful tool to help a company succeed.
However, staff meetings can also be a waste of time if they're not well-organized or properly facilitated. It's important to have a clear purpose for each gathering and to make sure everyone is on the same page. Otherwise, you might find yourself with a bunch of bored employees who are just counting down the minutes until they can leave.
What types of staff meetings do exist?
It's a regular gathering where team members catch up on projects, discuss any challenges, and assign tasks for the upcoming week.
It's a meetup for all employees of a company, usually held on a quarterly or monthly basis. Such all-hands meetings are a great way to inform about company updates, announce new initiatives, and give everyone a chance to share their ideas and concerns.
It's a meeting held away from the company's usual workplace: at a nearby conference center, a rented office space, or even at a local restaurant or event venue. Off-site staff gatherings are a great way to mix things up and give everyone a change of scenery.
All in all, any other type of gathering - brainstorming sessions, check-in meetups, training sessions, or team-building activities - can be called a staff meeting, as its participants are usually the members of one team.
What makes a good staff meeting
If you asked a group of people what makes an effective staff meeting, you would probably get a variety of answers. Some might say it's the one where all attendees are engaged and participate in the discussion. Others might say that a great meetup is the one where there are several pre-selected speakers and a Q&A session afterward to avoid all the chatter when it's not clear who is saying what.
Ultimately, what makes such an event productive and less stressful depends on the meeting participants. If all attendees are actively engaged and contributing to the discussion, then the meetup is likely to be successful. However, if only a few people are doing all the talking, then the chances of failure increase. The key to success is to allow everyone who wants to speak out to do so. But do it in the time allotted, without interrupting others and yes without prolonging the meeting.
The statistics only prove this appalling trend: the meeting size correlates with its duration. While events with 3-6 guests usually last over 30 minutes, events with more people involved tend to go longer. In fact, meetings with 20+ attendees often last more than 70 minutes!
There's no question that a well-run team meeting can be a productive and valuable use of time for everyone involved. But what makes such an event successful? In addition to having a clear purpose and an agenda, one of the most important factors is using the proper equipment.
With the right meeting equipment, you can ensure every guest can hear and see everything that's going on. You can also use equipment to record the meeting so that you can go back and review it later. And if you're planning to arrange a video conference, it's also crucial to check that the connection is clear and there are no technical issues.
So if you're looking to increase your chances of hosting a successful meeting, make sure you have the right equipment for that. It can make all the difference.
A checklist of a successful offline event host
A checklist of a successful online conference host
Video meeting app (Whoosh, for example)
Stable internet connection
Speakers or headphones
Cloud storage for recordings
Your team is coming together for a meetup soon, and you're in charge of compiling the team meeting agenda. But what should you include in it? How can you make sure everyone is in the loop and that the event is productive?
If your team is anything like ours, then you know that staff meetings can sometimes be a bit... dreaded. They're often long, sometimes boring, and can feel like a huge time suck. But they don't have to be! Just add ice breakers.
They are a great way to loosen everyone up, get people talking, and help build team morale. And the best part is, there are tons of different ice breaker activities to choose from:
Get to know you
Have everyone go around the room (a virtual one, if you're talking online) and share one fun fact about themselves.
Two truths and a lie
Have everyone write down three statements about themselves, two of which are true and one of which is a lie. Then have everybody take turns guessing which one is the lie.
Would you rather?
Pose a series of would-you-rather questions to the group and have everyone discuss their answers.
Are you all feeling good this week? Has anything been stressful? How are everyone's projects coming along? Is there anything about the previous meeting you'd like to discuss?
These are just a few examples of check-in questions you can ask your colleagues at your next team meeting. Checking in with them is a great way to build morale and keep everyone on track. Plus, it can help you identify any areas of concern early on.
At the end of every staff get-together, make sure to end on a positive note. This will leave everyone feeling good about the event and looking forward to the next one. Make sure to mention any progress that was made during the session, as well as any upcoming events or projects that everyone is excited about. This will help to ensure everyone leaves the meeting feeling positive and motivated.
Ideas to try:
Planning and hosting successful meetings with a team requires careful preparation. Here you'll find everything you need, from a meeting announcement to a follow-up email.
Firstly, it is important to announce the meeting in advance so that every team member has time to prepare. If we define announcements, they typically include the date, time, and location of the event. You should also provide a brief overview of the topics that will be discussed.
Read more: Meeting announcement templates
- Meeting minutes
These should be taken during the event and circulated afterward. According to the meaning of minutes, they should include a list of decisions made, as well as any tasks assigned.
Read more: Minutes templates
- Meeting agendas
By its definition agenda should include the purpose of the meeting and what you hope to achieve. It's also important to allow enough time for each agenda item. Remember to include a break in the agenda for refreshments.
Read more: Agenda templates
- Follow-up emails
When the event is over, send a summary of it - in the form of a follow-up email - to all the attendees, as well as any action items that need to be completed.
Read more: Follow-up email templates
Why you should host a staff meeting: 7 awesome things to expect
If you're like most people, the words "staff meeting" probably make you cringe a little bit. But the truth is, staff meetings can be really cool - if they're done right.
Here are 7 awesome things you can expect when you host such an event:
1) Getting to know your colleagues
A staff meeting is a great opportunity for co-workers, especially remote team members, to get to know each other better and to build relationships. By hosting a staff meeting, you can create an open and inclusive environment where everyone feels comfortable communicating and working together.
2) Brainstorming new ideas
If you're looking for a way to get your team to start thinking outside the box, hosting a regular staff meeting is a great way to do it. Brainstorming sessions are a great way to generate new ideas, and when everyone is involved, you're bound to come up with some truly creative solutions.
3) Boosting morale and motivation
Holding a staff gathering allows you to increase the morale and motivation of your employees. This is because it allows everyone to come together and discuss the company's goals and plans. This can help rally the team and get every member on the same page by giving a sense of ownership and investment in the company.
4) Strengthening team bonds
Your team is the backbone of your company. They work together day in and day out to make your business run smoothly. But sometimes, the day-to-day grind can start to wear on even the most close-knit team. That's why it's important to host regular staff meetings. They offer a great opportunity to strengthen the bonds between colleagues. And when your team feels connected and supported, they'll be more likely to go the extra mile for your company. So if you're looking to boost team performance, be sure to add regular get-togethers to your company calendar.
5) Celebrating successes
A lot of times, staff meetings are used as opportunities to point out all of the ways that employees are falling short. While it's important to identify areas for improvement, it's also essential to celebrate successes. After all, your employees are the ones who are doing the work and they deserve to be recognized for doing it hard.
6) Learning from failures
Undoubtedly, it's crucial to learn from our successes, but it's equally important to learn from our failures. That's why hosting a staff meeting to debrief after a project didn't go as planned can be incredibly valuable for your team. By taking the time to discuss what went wrong and brainstorm ways to improve next time, you'll help your team learn and grow from the experience.
7) Averting potential disasters
You might be thinking, "Why would I want to host a staff meeting? Isn't that a huge waste of time?" But the truth is, it can be a lifesaver.
For example, let's say you're launching a new product. If you don't brief your team on the product launch and what their roles are, there will likely be confusion and chaos on X day. But if you host a staff meeting beforehand and go over the details, you can avoid all that and have a successful launch.
So next time you're thinking about skipping a staff meeting, don't. It could be the difference between a successful endeavor and a complete disaster.
Bonus: popular ideas for staff meetings
If you're looking for some popular ideas for your next staff meeting, look no further! Here are some of our favorites:
- Brainstorming session: Get everyone in the room to share their ideas on a certain topic or problem.
- Training session: Use your team meeting as an opportunity to provide training on new software or process.
- Guest speaker: Invite someone from outside the company to come and speak to your crew about their area of expertise.
- Team-building exercise: Strengthen bonds within the team with a fun activity or exercise.
Whatever you choose to do, make sure your staff meeting is productive, engaging, and fun!
Now, be honest: when was the last time you had a staff meeting? If it's been a while, or if you've never had one, now is the time to start hosting these regular gatherings. Staff meetings are a great way to build morale, celebrate successes, and keep everyone on the same page. So get everyone on board and rock this meeting!