{"id":14219,"date":"2022-04-30T15:41:00","date_gmt":"2022-04-30T15:41:00","guid":{"rendered":"https:\/\/traqq.com\/blog\/?p=14219"},"modified":"2024-12-13T10:16:42","modified_gmt":"2024-12-13T10:16:42","slug":"team-meeting-ideas","status":"publish","type":"post","link":"https:\/\/traqq.com\/blog\/team-meeting-ideas\/","title":{"rendered":"10 Team Meeting Ideas to Keep Employees Engaged"},"content":{"rendered":"\n

Meetings are critical to every organization\u2019s decision-making process. In addition, they can make or break employee engagement<\/a>, which is vital to growth and sustainability.<\/p>\n\n\n\n

These numbers show the need to keep staff excited about their jobs, and meetings play a vital role.<\/p>\n\n\n\n

What\u2019s worse is that the move to remote work has increased meeting hours.<\/p>\n\n\n\n

Team Meeting Ideas to Get You Going<\/h2>\n\n\n\n

So, how do you change your staff\u2019s views on meetings and boost team engagement? This article shows you different team engagement ideas to keep your employees interested and excited<\/strong> about working together.<\/p>\n\n\n\n

1. Set a Positive Tone<\/h2>\n\n\n\n

The secret to a productive meeting may lie in setting the right mood. People attend meetings with different states of mind dictated by where they\u2019ve been and what they\u2019ve done before the meeting. Consequently, your introductory words play a significant role in setting the mood for the rest of the session.<\/p>\n\n\n\n

So, it would be a good idea to start with a smile and share some good news, no matter the reason for the meeting. You can share a funny story, a joke, or optimistic information about another employee. If the company achieved a milestone recently, start with that and how it helps every employee\u2019s prospect.<\/p>\n\n\n\n

Engaging them in positive talk is another way to grab their attention. People naturally want to know what\u2019s going on around them. So, giving them a piece of info they never knew about is one way to get them hooked. <\/p>\n\n\n\n

Another feel-good strategy is commending employees who have worked hard leading up to the meeting. For example, you can announce bonuses, raises, and promotions during the start of meetings. <\/p>\n\n\n\n

2. Change and Shuffle Meeting Venues<\/h2>\n\n\n\n

While your conference room may be stacked with the latest tech and gadgetry for holding all sorts of gatherings, it doesn\u2019t have the spice of variety. Workers may attach negative sentiments to your regular conference room, in the long run, repressing innovative thinking.<\/p>\n\n\n\n

A different location breathes new life into meetings and gets your creative juices following. In addition, a new atmosphere can help build team collaboration<\/a> and motivate workers to try out new things.<\/p>\n\n\n\n

Out-of-the-box meeting locations<\/h3>\n\n\n\n

You can use unorthodox spaces in the office as make-shift conference areas to drive variety. For example, you could gather staff around the common area for a brief 15-minute session or use the break room.<\/p>\n\n\n\n

Offsite locations<\/h3>\n\n\n\n

Offsite locations are also an excellent idea for critical meetings. While they may cost extra, they are often what a company needs to reassess things and boost employee engagement. For starters, they reduce distractions, keep team members focused on the agenda, and encourage camaraderie.<\/p>\n\n\n\n

Staying away from the office environment also removes the sense of pressure most employees attach to their workplaces and allows them to think freely. You can organize quarterly or annual offsite meet-ups, depending on your budget.<\/p>\n\n\n\n

Here are pointers to note when organizing an offsite conference:<\/p>\n\n\n\n

\u00b7        Carefully manage logistics for the staff or let them know well in time if they\u2019re to sort out transportation themselves.<\/p>\n\n\n\n

\u00b7        Send out the plan and schedule in advance to keep them excited and allow them to prepare.<\/p>\n\n\n\n

\u00b7        Plan other team-building activities<\/a> like workshops, games, and presentations.<\/p>\n\n\n\n

\u00b7        Ask attendees for feedback about the meeting.<\/p>\n\n\n\n

Changing Meeting Settings for Remote Workers<\/h3>\n\n\n\n

When it comes to remote teams, using a single teleconferencing platform for all your meetings isn\u2019t a good idea. This policy could lead to Zoom fatigue and wear workers out.<\/p>\n\n\n\n

Zoom fatigue is the exhaustion that comes from long video calls and virtual meetings. According to a Stanford University study, watching ourselves on a screen for long hours can be mentally exhausting, and the brain works harder when we engage in video-based meetings.<\/p>\n\n\n\n

So, try using other channels instead of subjecting your team to daily Zoom calls. For example, you can organize text-based team meetings in a Slack channel. Another idea is running a conference, audio-only call. This way, team members won\u2019t be worried about touching up their appearance to look suitable for a video call.<\/p>\n\n\n\n

You can also eliminate meetings where things like email broadcasts will do for announcements.<\/p>\n\n\n\n

Shuffle Venues<\/h3>\n\n\n\n

Changing your location doesn\u2019t mean you should abandon your conference room. Instead, you can shuffle venues to prevent things from getting monotonous and dull. Sometimes, you can switch to a virtual gathering even if workers are in the office. In addition, you can organize in-person meet-ups with remote workers from time to time.<\/p>\n\n\n\n

What\u2019s more, try to redecorate and renovate the conference room. Finally, a face-lift gives the place a new look and breathes a new sense of excitement.<\/p>\n\n\n\n

3. Change Meeting Formats and Spice Things Up<\/h2>\n\n\n\n

Most businesses use one discussion style and format across the board, which can be tiring. At some point, staff members no longer look forward to such meetings. <\/p>\n\n\n\n

So if you always kick off your work gatherings with the reading of the previous minutes, you can change to a question and answering session, then move on to brief lectures or news or updates before taking on the last minutes. The same should apply to everything that goes on in between.<\/p>\n\n\n\n

You can also touch things up by inviting a guest speaker or getting staff members to engage in certain activities to increase engagement. Games like memory wall and code of conduct are great engaging activities.<\/p>\n\n\n\n

This way, you\u2019ll be avoiding repetitive patterns and increasing staff interest.<\/p>\n\n\n\n

4. Reduce Meeting Durations<\/h2>\n\n\n\n

Most teams now conduct hours-long meetings to look at project status and updates, wasting valuable time. Doodle reported that professionals participate in pointless discussions 2 hours a week, which would amount to resources worth $541 billion.<\/p>\n\n\n\n

According to research, engagement drops as discussions continue to drag on. For example, you may have almost everyone\u2019s attention during the first 15 minutes of a meet-up and gradually lose them as the session continues. This chart from MeetingKing shows a steady decline in engagement.<\/p>\n\n\n\n

Time of meeting<\/td>% of people paying attention<\/td><\/tr>
0-15 minutes<\/td>91%<\/td><\/tr>
15-30 minutes <\/td>84%<\/td><\/tr>
30-45 minutes <\/td>73%<\/td><\/tr>
45+ minutes <\/td>64%<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

So, try not to prolong discussions longer than they should run.<\/p>\n\n\n\n

Schedule shorter meetings<\/h3>\n\n\n\n

Whenever you send out circulars, the shorter timeframe should be clearly stated. Employees will look forward to a 30-minute catch-up rather than an hour-long \u2013 or longer \u2013 session. The duration will also allow them to box their time<\/a> and arrange their affairs better.<\/p>\n\n\n\n

Notify Participants in Time<\/h3>\n\n\n\n

Ensure every attendee is notified well in time to be punctual and prepare themselves with the required data. You should also circulate the agenda beforehand.<\/p>\n\n\n\n

Be Punctual<\/h3>\n\n\n\n

Build a culture of waiting for no one before a discussion starts. Instead, you should commence and close at the stipulated times. This way, people will trust the process and respect the little time you allocate to these sessions.<\/p>\n\n\n\n

Stick to Your Agenda<\/h3>\n\n\n\n

Make sure you stick to the purpose of the discussion and do not wander off-topic. Try to keep your staff focused on the issues you\u2019re there to address.<\/p>\n\n\n\n

Don\u2019t Give in To Parkinson\u2019s Effect<\/h3>\n\n\n\n

According to Parkinson\u2019s Law, a task will expand to fill the time allotted to it. In other words, you\u2019ll exhaust the 30 minutes allotted to a discussion even though you have a 15-minute agenda. So, assess your agenda to ensure you\u2019re not allocating more time than you should.<\/p>\n\n\n\n

5. Reduce Meeting Participants<\/h2>\n\n\n\n

The reason for meetings is to get as much input from everyone as possible. As a result, there\u2019s no point in packing the room with observers in most cases.<\/p>\n\n\n\n

According to Robert Sutton, a Stanford University professor of organizational behavior, 5 to 8 people are the ideal number of participants in a productive meeting.<\/p>\n\n\n\n

Many managers end up diluting each meeting\u2019s quality because they\u2019re trying to be inclusive. When too many people participate in discussions, there won\u2019t be enough time for each person to contribute, productive back and forth exchanges are minimized, people become less candied, and sensitive discussions are taken off the agenda.<\/p>\n\n\n\n

These issues cause people to lose interest in the process, which leads to a lack of preparation and engagement.<\/p>\n\n\n\n

On the other hand, smaller participants mean a sense of intimacy, candid discourses, and full participation. With fewer people, everyone can pitch in and pass their points across with enough time. It\u2019s also easy to read the room, pick up non-verbal cues, and engage. What\u2019s more, sensitive matters can be brought up and discussed.<\/p>\n\n\n\n

Above all, meetings with fewer participants can be managed better to fit into schedules without going longer than necessary.<\/p>\n\n\n\n

So how do you reduce meeting participants?<\/p>\n\n\n\n

Identify and Invite the Right People<\/h3>\n\n\n\n

Before sending out invites, identify the meet-up’s major stakeholders. Make sure they\u2019re directly connected to the issues on the agenda and can contribute. Ask yourself who can answer questions about the topics on the agenda, who has the facts, and who\u2019s on the chain of the decision-making processes. For example, you don\u2019t have to invite other department heads to a department-specific project.<\/p>\n\n\n\n

Record Meetings<\/h3>\n\n\n\n

You can record meetings<\/a> to keep people informed about decisions made during the session. This way, you won\u2019t have to pack the room with observers who are just there to keep records.<\/p>\n\n\n\n

Confirm Each Participant\u2019s Availability<\/h3>\n\n\n\n

Since you\u2019re reducing participants to the minimum, attendance is critical. So, reach out to each attendee to confirm they\u2019ll be present and circulate the agenda well ahead of time.<\/p>\n\n\n\n

Schedule Multiple Meetings<\/h3>\n\n\n\n

If the list of possible attendees starts getting too crowded, you can schedule multiple meetings to hold productive discussions. This way, you\u2019re not cramming many people into one room and rushing the process, especially when critical decisions are to be made.<\/p>\n\n\n\n

That said, make sure these gatherings aren\u2019t a waste of anyone\u2019s time. So, please stick to the agenda and keep them as short as possible. Then, you can collate everyone\u2019s thoughts and contributions.<\/p>\n\n\n\n

6. Allow Other Team Members to Lead Meetings<\/h2>\n\n\n\n

You don\u2019t have to oversee and lead every team meeting because you\u2019re the boss. However, allowing other team members to run meetings adds variety to the process and gives your staff new things to look forward to. You also get to reduce and manage your workload effectively<\/a>.<\/p>\n\n\n\n

This approach allows teammates to engage with each other and see their colleagues differently. It also helps your staff hone their communication skills and can be a more robust learning experience than a communication training program.<\/p>\n\n\n\n

What\u2019s more, it\u2019s an opportunity for managers to see meetings from attendees\u2019 perspectives. So how do you go about it?<\/p>\n\n\n\n

Identify the Right Person<\/h3>\n\n\n\n

You should do your homework before handing it over to anyone. Make sure you know the team member\u2019s strengths and how well they can handle what\u2019s on the agenda. For example, if the session is about making project decisions, it would be a great idea to assign meetings to people who are actively involved with specific projects.<\/p>\n\n\n\n

Also, know when to entrust the discussion to more skilled individuals. For example, someone with facilitation skills should handle complex meetings with many participants. Others can develop with less demanding tasks like project briefs and presentations.<\/p>\n\n\n\n

Give them Time to Prepare<\/h3>\n\n\n\n

You should also notify them in time and furnish them with the agenda. This way, they have enough time to prepare. If the employee doesn\u2019t have enough experience, you can guide them and show them the ropes.<\/p>\n\n\n\n

Give Everyone a Fair Chance<\/h3>\n\n\n\n

Finally, you can create rotating schedules to allow leadership to go around. This schedule should be for regular meet-ups and team briefings. Then, high-stakes discussions can be specially assigned to more experienced employees with strong organizational skills<\/a>.<\/p>\n\n\n\n

7. Organize One-to-One Meetings<\/h2>\n\n\n\n

The whole gang doesn\u2019t have to be present for meetings. Instead, you can hold one-on-one sessions with staff members to strategize on specific projects and tasks. <\/p>\n\n\n\n

One-on-one sessions are also significant when you want to get to the bottom of specific individual issues. They are safe spaces where employees can be candid and free to express themselves, talk about personal work issues, and provide feedback and team conduct.<\/p>\n\n\n\n

So how do you make one-on-one discussions work?<\/p>\n\n\n\n

Spot-on Scheduling<\/h3>\n\n\n\n

You must pick the right time for one-on-one sessions. Thankfully, getting the proper schedule shouldn\u2019t be demanding as you can talk to the staff member and set things up. That said, make sure the allotted time isn\u2019t set in stone and reschedule when other critical matters come up.<\/p>\n\n\n\n

Pick the Appropriate Icebreaker<\/h3>\n\n\n\n

Before the discussion commences, pick out the right words to start with, depending on the employee. It would be a good idea to start with something sensitive and not jump right into business.<\/p>\n\n\n\n

Listen<\/h3>\n\n\n\n

You shouldn\u2019t make the employees feel like they\u2019ve come over to receive instructions. Instead, allow it to be a conversation. Listen to them and try to understand every point of view.<\/p>\n\n\n\n

Make Sure the Meetings Are Actionable<\/h3>\n\n\n\n

Ensure that decisions and issues raised during the meeting are respected and addressed. This way, employees will trust the process and engage more.<\/p>\n\n\n\n

8. Pick the Best Time for Meetings<\/h2>\n\n\n\n

According to a study,  the best time to schedule a meeting is between 10 am to 12 pm. You\u2019d be right if you guessed that other studies picked out different ideal time slots. While they have their merits, there\u2019s no one-size-fits-all answer. You have to fix a time that works for your team.<\/p>\n\n\n\n

That said, consider scraping Monday mornings from possible time slots unless you need to call an emergency session. Ushering employees straight into the conference room after a weekend of rest isn\u2019t a great idea.<\/p>\n\n\n\n

Workers need time to get things in order and start their week. Thus, they won\u2019t be in the right mental state to consume information and make decisions.<\/p>\n\n\n\n

So, look at your team\u2019s schedule, analyze their time tracking data to identify idle time<\/a>, and find the best spot for meetings. <\/p>\n\n\n\n

Ensure you\u2019re not asking them to abandon sensitive and important work and ensure you aren\u2019t disrupting workflow.<\/p>\n\n\n\n

9. Don\u2019t Organize Meetings When You Don\u2019t Need Them<\/h2>\n\n\n\n

While meetings are an excellent way for teammates to collaborate and brainstorm, you don\u2019t always need them. When you call meetings for unimportant things, you\u2019re wasting your employees\u2019 time. Instead of organizing an hour-long session, you can send updates via email or share a video broadcast to share brief announcements.<\/p>\n\n\n\n

If you must bring everyone together, let it be for a brief update that won\u2019t get in the way of people starting their jobs.<\/p>\n\n\n\n

10. Collect feedback<\/h2>\n\n\n\n

Collecting feedback can save you time and energy when figuring out how to plan meetings. It\u2019s also a great way to understand the impact of meetings on your team. This way, you\u2019ll realize how your brainstorming sessions, project briefs, and presentations have been helping or hurting productivity.<\/p>\n\n\n\n

With your team\u2019s input, you can:<\/p>\n\n\n\n

    \n
  • Identify and cut unnecessary meetings<\/li>\n\n\n\n
  • Pinpoint tedious and time-wasting activities<\/li>\n\n\n\n
  • Optimize schedules<\/li>\n\n\n\n
  • Tweak structures<\/li>\n\n\n\n
  • Fix bad habits<\/li>\n<\/ul>\n\n\n\n

    While you can send out a questionnaire after every meeting, it would be best to do them from time to time. This way, you\u2019re not exerting your employees after discussion sessions.<\/p>\n\n\n\n

    Ensure the questions are straightforward and reassure them the survey is anonymous to get candid answers.<\/p>\n\n\n\n

    Engaging Employees with the Right Meeting Approach<\/h2>\n\n\n\n

    So, does this data suggest we scrap meetings altogether? Far from it.<\/p>\n\n\n\n

    Instead, it indicates it\u2019s time to change how we approach and organize them. How else do we get workers to brainstorm, collaborate on strategy, and develop innovative ideas?<\/p>\n\n\n\n

    Always End Meetings with Actions<\/h2>\n\n\n\n

    Whenever you schedule a meeting, you should have a goal at the back of your mind. Then, make sure you\u2019re set on coming out of the room with actionable insights and locked-on decisions. This way, every meeting is productive.<\/p>\n","protected":false},"excerpt":{"rendered":"

    Meetings are critical to every organization\u2019s decision-making process. In addition, they can make or break employee engagement, which is vital to growth and sustainability. These numbers show the need to keep staff excited about their …<\/p>\n","protected":false},"author":31,"featured_media":14223,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[555],"tags":[],"class_list":["post-14219","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-collaboration-and-team-building"],"views":1579,"_links":{"self":[{"href":"https:\/\/traqq.com\/blog\/wp-json\/wp\/v2\/posts\/14219","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/traqq.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/traqq.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/traqq.com\/blog\/wp-json\/wp\/v2\/users\/31"}],"replies":[{"embeddable":true,"href":"https:\/\/traqq.com\/blog\/wp-json\/wp\/v2\/comments?post=14219"}],"version-history":[{"count":11,"href":"https:\/\/traqq.com\/blog\/wp-json\/wp\/v2\/posts\/14219\/revisions"}],"predecessor-version":[{"id":34293,"href":"https:\/\/traqq.com\/blog\/wp-json\/wp\/v2\/posts\/14219\/revisions\/34293"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/traqq.com\/blog\/wp-json\/wp\/v2\/media\/14223"}],"wp:attachment":[{"href":"https:\/\/traqq.com\/blog\/wp-json\/wp\/v2\/media?parent=14219"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/traqq.com\/blog\/wp-json\/wp\/v2\/categories?post=14219"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/traqq.com\/blog\/wp-json\/wp\/v2\/tags?post=14219"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}