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How To Run A Monthly Meeting

To run a successful monthly meeting, create an agenda, invite participants ahead of time, lead the meeting with focus, engage attendees, clearly communicate key points and follow up immediately afterwards.

A Monthly Meeting is a routine gathering that typically occurs once per month and serves as a platform for communication, collaboration, and decision-making within a group or organization. These meetings are often structured around an agenda that outlines key discussion points, objectives, and targets to be achieved. The frequency allows participants to stay updated on the ongoing projects, discuss any issues or updates, analyze monthly performance, and plan actions for the next month. It’s a crucial tool for enhancing productivity, maintaining alignment across teams, and fostering a culture of open communication.

What is the purpose of a Monthly Meeting?

Running a monthly meeting as a leader serves the purpose of providing a platform for team members to share updates, discuss progress, and resolve any challenges. It fosters effective communication, promotes collaboration, and ensures everyone is aligned with the collective goals. Additionally, it allows leaders to provide guidance, motivate the team, and strategize for future success.

How To Run A Monthly Meeting: Step-By-Step

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Step 1: Agenda Preparation

In the preparatory stage, the first step is to construct a detailed meeting agenda. This document should highlight key topics for discussion and decision-making, allocating each point to a specific individual responsible for addressing it. This framework ensures an organized and result-oriented meeting.

Our app, ZipDo, imports all meetings from your calendar and creates a collaborative workspace for each appointment. Here, you and your team can compile a shared meeting agenda, where all team members can add their topics. This ensures that meetings are much better prepared by everyone in your team, making your meetings more efficient. It also simplifies the preparation and follow-up of meetings.

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Step 2: Invitation Distribution

To effectively orchestrate a meeting, it’s crucial to send out invitations to all pertinent participants. These invitations should clearly detail the date and time of the meeting, and specify the location or provide a link if it’s a virtual meet. Also importantly, the communication should be coupled with the meeting agenda to give attendees a clear preview of the topics up for discussion, enabling their preparation.

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Step 3: Pre-Meeting Brief

Before a meeting, it’s crucial to individually or collectively review the meeting’s agenda and objectives with your team. This aids in recognizing the potential challenges, comprehending the goals clearly, and assembling all necessary documents or materials. This step ensures everyone’s focus on key points, resulting in a more productive and streamlined discussion, especially in addressing potential obstacles proactively, offering time for devising proper solutions.

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Step 4: Conducting the Meeting

Initiate your meeting promptly, adhering strictly to the prepared agenda to maintain focus and efficiency. Encourage all participants to contribute their ideas and perspectives, fostering a productive dialogue. Monitor the conversation to prevent digressions, ensuring relevance and timeliness. Take diligent notes to record vital decisions and future action items, maintaining a clear record of the proceedings for post-meeting reference.

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Step 5: Participation Management

Promote diversity of thoughts by providing a platform for sharing varying perspectives. Foster active listening that validates all participants’ inputs. Navigate any disputes with diplomacy and fairness, transforming them into constructive dialogues. Ensure a balanced and inclusive discussion where every participant’s opinion is valued and considered.

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Step 6: Decision Making

Depending on the context and dynamics of the meeting, conclusions ought to be derived and decisions reached. This process could be a democratic one, involving all participants’ inputs, or could ultimately rest with the person at the helm. The decision-making mechanism utilized must match the meeting’s overall intent and expected results.

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Step 7: Meeting Closure

After a thorough discussion, summarize the outcomes of the meeting for clarity. Clearly enumerate any tasks or actions needed moving forward. Encourage participants to share final thoughts or comments. Conclude the meeting formally, emitting a sense of accomplishment and clear direction.

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Step 8: Follow-Up

After the completion of the meeting, it’s imperative to distribute a comprehensive record of the proceedings, known as the minutes, to all attendees. This document should faithfully encapsulate the conclusions arrived at in the discussion, highlight the critical decisions agreed upon, and clearly lay out any assigned tasks along with their respective deadlines. Such proactive and transparent communication is vital for nurturing an engaged and accountable team.

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Step 9: Action Points Execution

Make certain that all action items confirmed in the meeting are being followed through. This requires monitoring if the individuals tasked with these actions are accomplishing them within the set timeframe. This ensures that meeting objectives are efficiently achieved.

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Step 10: Evaluation

Periodically revisiting the decisions and actions executed from the meeting is crucial to ensure that they are progressing as expected. This assessment also involves evaluating whether the meeting’s objectives were met. Additionally, consider what improvements or adjustments can be made to ensure future meetings are more productive and efficient. It is through this self-evaluation and consistent refinement that an organization can continue to grow and improve.

Questions to ask as the leader of the meeting

1. What progress have we made towards our goals since our last meeting?
Explanation: This question helps the leader gauge the team’s progress and identify any potential bottlenecks or challenges that may be hindering their performance.

2. Are there any obstacles or issues that require immediate attention?
Explanation: Identifying and addressing any roadblocks or issues in a timely manner ensures that the team stays on track and productivity is not compromised.

3. What lessons have we learned from our recent projects or initiatives?
Explanation: This question promotes a learning culture within the team, ensuring that valuable insights and experiences are shared and applied in future endeavors.

4. How can we improve our efficiency and productivity?
Explanation: Encouraging discussions around improving efficiency helps the team identify opportunities for streamlining processes, eliminating unnecessary steps, and optimizing productivity.

5. Are there any new opportunities or challenges on the horizon that we need to be aware of?
Explanation: This question helps the leader stay informed about market trends, potential disruptions, or emerging opportunities that may impact the team’s work or future plans.

6. How is the team morale, and what can we do to enhance it?
Explanation: Monitoring and addressing team morale is crucial for maintaining productivity and engagement. This question allows the leader to identify any issues affecting morale and explore solutions to foster a positive work environment.

7. Are there any specific skills or training needs that team members have expressed?
Explanation: Identifying individual skill gaps or training needs helps the leader provide appropriate development opportunities for team members, leading to increased performance and job satisfaction.

8. How can we better collaborate and communicate as a team?
Explanation: Effective collaboration and communication are essential for success. This question encourages open discussion and identification of any communication or collaboration gaps that may exist.

9. Are there any upcoming deadlines or important milestones we need to prioritize?
Explanation: Ensuring that all important deadlines and milestones are identified and acknowledged enables the team to allocate resources and focus their efforts accordingly.

10. What are the key takeaways or action items from this meeting?
Explanation: Summarizing the main points and action items at the end of the meeting ensures clarity and accountability, enabling the team to effectively execute on the discussions and decisions made.

As a leader, preparing a monthly-meeting agenda requires careful consideration. Start by outlining the topics to be discussed and prioritize them based on importance. Include timeframes for each item and allocate sufficient time for open discussion. Share the agenda in advance to give attendees the opportunity to prepare and contribute effectively, ensuring a productive and focused meeting.

How To Prepare For A Monthly Meeting
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Some potential topics that should be discussed in a monthly meeting include project updates, sales and revenue reports, upcoming events or promotions, team updates or announcements, feedback or suggestions from employees, and any important decisions or changes that need to be addressed. It is crucial to ensure that everyone is on the same page and has a clear understanding of the organization’s progress and goals.

See Our Monthly Meeting Template
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Software tools to facilitate a Monthly Meeting

Software helps leaders run monthly meetings more efficiently and effectively. It allows for easy scheduling and planning, with automated reminders and agenda templates. It helps track attendance and share relevant documents with participants. During the meeting, software facilitates collaboration and real-time note-taking, ensuring that everyone stays on track. It also assists in generating meeting summaries and action items, enabling leaders to easily follow up and ensure progress. Overall, software streamlines the entire meeting process, saving time and improving productivity.

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Conclusion

In conclusion, running a successful monthly meeting is no small feat, but with the right planning, execution, and follow-up, you can turn these gatherings into productive and interactive sessions. Remember, it’s essential to have a clear agenda, encourage participation, ensure effective communication, embrace technological tools, and give due importance to feedback. Whether in a small business setting or a large corporate environment, leveraging these tips can significantly enhance the productivity of your monthly meetings and initiate actionable outcomes. Let’s transform these often dreaded events into a cornerstone of effective decision-making and teamwork.

Jannik Lindner

I'm Jannik and I write on MeetingFever about the experiences from my career as a founder and team lead.

If you have any questions, please contact me via LinkedIn.

Popular Questions

What is the purpose of a monthly meeting?

A monthly meeting is typically held for the review of the past month’s activities, to assess performance, and to strategize for the coming month. It helps align everyone’s activities with the overall goals and objectives of the organization.

Who should attend a monthly meeting?

Attendance for monthly meetings typically depends on the organization and the topics at hand. Generally, key staff members, department heads, and project managers should attend. However, it can also be beneficial to include all team members if the meeting is to disseminate important information or discuss broader strategies.

What should be included in a monthly meeting agenda?

A monthly meeting agenda should include a review of the previous month’s activities, updates on ongoing projects, a financial summary, discussions on challenges or issues that arose during the month, discussion of upcoming events or tasks, and any other pertinent items.

How long should a monthly meeting last?

The duration of a monthly meeting can vary depending on the agenda and organization, but generally should not exceed 60-90 minutes. Keeping the meeting within this time-frame respects everyone’s schedules and ensures that discussions remain focused and efficient.

How should a monthly meeting be documented?

A monthly meeting should be documented through minutes, which are written records of what was discussed and decided during the meeting. It should cover all the key points, decisions made, and action items assigned. After the meeting, the minutes should be shared with all attendees and relevant staff members who were unable to attend.

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