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How To Run A Team Meeting

To run a team meeting effectively, one should prepare an agenda, communicate it beforehand, create a conducive environment, promote active participation, focus on decision-making, and ensure clear follow-ups.

A team meeting is a gathering of a group of individuals who work collaboratively towards common goals, usually held within a professional or business setting. The purpose of such a meeting can vary from updating team members about project progress, developing strategies and plans, problem-solving, or encouraging team building and improving communication. It facilitates the sharing of information, allows for participatory decision-making, fosters creativity and innovation, and promotes unity and collective responsibility among team members. Regular team meetings can lead to improved productivity, coordination, and overall efficiency within the team.

What is the purpose of a Team Meeting?

The purpose of running a team meeting as a leader is to align members towards a common goal, foster collaboration, address concerns, provide updates, and encourage open communication. It enables the leader to guide the team’s progress, ensure everyone is on the same page, and make informed decisions collectively.

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


Step 1: Preparation

To conduct an efficient meeting, determining main objectives and topics is crucial. This guides the framework of discussions. To translate these objectives into a plan, create a detailed agenda. The agenda should enlist all the topics to be discussed, organized sequentially. Each topic must be assigned a specific time duration to maintain meeting discipline and stay focused, ensuring that every issue receives appropriate attention and that the meeting concludes on time.

With ZipDo, our innovative app, preparing for team meetings has never been easier. Meeting organizers have the advantage of accessing all historical data, such as agendas and notes, in a centralized location. This efficiency not only saves time but also ensures thorough discussion of important matters.

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Step 2: Schedule Meeting

Start by selecting an appropriate date and time that accommodates everyone’s schedules among the team members. To ensure smooth communication and organization, utilize a digital platform like Google Calendar or Outlook. These tools let you send a meeting invitation directly to all participants, which includes complete details on the schedule and agenda, guaranteeing that everyone stays informed and prepared.

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Step 3: Send Out Meeting Agenda

Ensure that all participants receive the carefully prepared agenda well in advance of the meeting. This allows everyone adequate time to prepare their particular input, assemble any essential materials they need to present, and gain an understanding of the meeting’s proposed subject matter.

ZipDo, our creation, offers a unique solution by pulling meetings from your calendar into a shared workspace. This workspace is the foundation for building a unified meeting agenda, inviting contributions from the entire team. It promotes thorough preparation, elevating meeting productivity and simplifying the overall meeting management process.


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Step 4: Set-Up

Selection of an appropriate meeting location is crucial, with the right resources and tools like projectors and speakers. The arrangement of such equipment is a must for seamless communication flow. Additionally, if it’s an online meeting, make certain that every participant receives the necessary online meeting link and login credentials. Regular checks on connectivity and audio-visual arrangement not only confirm smooth functioning but also resolves any technical issues right before the meeting starts.

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Step 5: Run the Meeting

Initiate the meeting promptly, ensuring that all participants are aware of the set timelines. Begin by reviewing the agenda for understanding and clarification. As a facilitator, ensure everyone actively contributes to discussions by providing an inclusive environment for sharing ideas. Maintain focus by strictly adhering to the scheduled agenda timeline and bring the meeting to a close within the prescribed period.

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Step 6: Taking Notes

During meetings, it is crucial to diligently record substantial points, decisions, and assignments for effective follow-up. One individual, often designated as the meeting secretary, can undertake this task. Alternatively, team members may share the responsibility, thereby ensuring accuracy and shared understanding of the meeting content.

ZipDo, developed by our team, offers a streamlined approach to meeting organization. It automatically transfers meetings into a collaborative platform where notes can be collectively compiled, simplifying both the prep and the follow-up phases and enhancing team accountability.

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Step 7: Summarize and Review

Conclude your meeting effectively by providing a concise summary of all crucial discussions and decisions made. This should include a review of the actionable next steps, ensuring that every participant is clear about their responsibilities moving forward.

Questions to ask as the leader of the meeting

1. What progress has been made since our last meeting?
– To review the team’s achievements and ensure everyone is aware of the progress made.

2. What challenges or roadblocks are hindering our progress?
– To identify and address any obstacles that are impeding the team’s success.

3. Are there any insights or lessons we can learn from our recent experiences?
– To encourage reflection and continuous improvement within the team.

4. Are our goals still aligned with the overall objectives?
– To confirm that the team’s goals are in line with the larger organizational goals.

5. How can we better support and collaborate with one another?
– To foster a culture of teamwork and explore ways to enhance collaboration within the team.

6. What resources or assistance do we need to achieve our objectives?
– To identify any deficiencies in resources and ensure the necessary support is provided.

7. Are there any upcoming deadlines or important milestones to be aware of?
– To keep everyone informed and ensure the team is prepared for any upcoming deadlines or milestones.

8. Does anyone have any suggestions for improving our processes or workflow?
– To encourage innovation and gather input for enhancing team efficiency and effectiveness.

9. Is there any feedback or input from other stakeholders that we need to address?
– To ensure that external input is considered and any necessary actions are taken.

10. Does anyone have any other concerns or questions they would like to raise?
– To provide an opportunity for open communication and address any additional topics or issues.

As a leader, preparing a team-meeting agenda is crucial for effective communication and productivity. Start by identifying the main objectives of the meeting and the specific topics to be discussed. Prioritize these topics and allocate appropriate time for each. Share the agenda with the team beforehand to allow them to come prepared and contribute significantly during the meeting.

How To Prepare For A Team Meeting
Meeting Preparation Icon

During a team meeting, it is essential to discuss important project updates, goals, and deadlines. It is also important to address any challenges or roadblocks team members are facing and provide support. Brainstorming new ideas, sharing best practices, and fostering collaboration should be encouraged to optimize team performance and drive successful outcomes.

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

Software helps leaders run team meetings efficiently by providing tools for agenda creation, scheduling, and collaboration. With features like virtual whiteboards, document sharing, and video conferencing, leaders can easily manage discussions, assign tasks, and track progress. This software streamlines communication, enhances productivity, and eliminates the need for physical meetings, enabling leaders to run team meetings smoothly and effectively.

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Whether you are a fledgling manager or seasoned team leader, running a meeting effectively is an indispensable skill. Through solid preparation, clear communication, strategic agenda setting, promoting active participation, and consistent follow-ups, you can harness the collective intelligence of your team. Remember, it’s not just about ‘running’ a meeting, but about steering your team towards desired objectives and fostering a collaborative environment that propels creativity and productivity. Adapting the insights from this blog post can greatly enhance your team meetings and contribute to your organization’s success.

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 team meeting?

The purpose of a team meeting is to share information, brainstorm ideas, facilitate collaboration, address problems, and set objectives. It is a platform for team members to align their efforts, make collective decisions, and boost team spirit.

How often should team meetings be held?

The frequency of team meetings often depends on the nature of the project and the team’s requirements. Some teams may need daily stand-ups, others may meet weekly, bi-weekly, or even monthly. It’s important to find a balance to ensure productive communication without causing meeting fatigue.

How to ensure effective participation in a team meeting?

Effective participation in a meeting can be ensured through setting clear objectives, creating a receptive environment, encouraging open communication, and giving everyone an opportunity to speak. Meeting leaders might find it helpful to direct questions to quieter team members or regularly ask for everyone’s input.

How long should a team meeting last?

The length of a team meeting should be proportionate to its agenda. A focused, well-structured meeting can often be accomplished in 30-60 minutes. However, for more complex topics, meetings might last up to 2 hours. The key is to keep the meeting as concise as possible to maintain the team’s attention and productivity.

What should be done if a team member consistently fails to attend the team meeting?

If a team member consistently misses meetings, it’s important to address the issue directly and professionally. Ask if there’s a schedule conflict or other hindrance. Open, positive communication can often solve these issues. If the issue persists, it may need to be escalated to human resources or management.

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