How to: Host Employee Meetings
Have you ever heard the phrase, “That meeting could have been an email?”
Well, I have! 🤦🏽♀️
Hosting meetings can be challenging and something we discuss with many of our clients. 😉
We recommend regular meetings with your employees. But, not just any meeting. There are many reasons to have a meeting.
However, I can assure you that if you hope to produce any type of beneficial result from this get together, there are a few major tips you should follow!”
Some concerns we sometimes hear from clients are, “well we have regular meetings, but they go on for an hour and then we leave. Nothing gets accomplished!” Or, “we try to have organized regular meetings, but no one wants to come because they don’t see the point!”
I know personally, a top irritation for me is breaking up my workday for a meeting that could have been an email.
Here are some tips from the CYB Human Resources team on how to have the most beneficial, efficient, and effective meetings you have ever had. We know how to Host Employee Meetings.
1. Have an agenda ✅ ✅
Most people love when they go into a meeting and are fully aware of the agenda.
Outline the topics for discussion and add it into the calendar invite, or pass it out at the start of the meeting.
The more time the employees have to review prior to the meeting the better.
That way, they have time to think about the topics and bring meaningful and creative thoughts to the table!
2. Clarify the critical reason for the meeting! 👍🏼
Outcome-oriented meetings can be very effective.
When you go into a meeting and everyone is on the same page as to what the goal of the meeting is, you would be surprised at how quickly and efficiently the team will begin to work together and bring ideas to the table!
3. Keep conversation minimal but meaningful! 😊
You have gathered this team together to speak about something specific, right?
Otherwise it would be called a party, not a meeting. 😉
Stay on target and on track.
Use a whiteboard to list out the topics and don’t be afraid to hush the room a bit to get back on target. Someone has got to do it right?
4. Elect a note-taker and timekeeper! ⏰
HR Experts recommend these two people because the note taker can take all notes and then distribute any team members present in the meeting, and any employees outside of the meeting who need to know.
The note taker can also be responsible for assigning tasks to the other employees and should follow up with an email and details following the meeting.
The timekeeper can ensure you stay on track and don’t end up in a meeting that lasts all day!
5. Kindly shut down side conversations! 🤐
If the conversation starts to go off track, and the topic being discussed is something that may be important, you can tell the employees that what they are discussing is definitely important but that is not the topic at the moment.
You can have a “parking lot” for all ideas that are brought up and your notetaker should keep track of those ideas.
They can be addressed more efficiently at an alternate time when you are all prepared to discuss them.
Of course, there may be a major issue going on that can derail a conversation, however, the typical side comments we witness are not life-changing and can wait until the next meeting.
5. Need-to-know invites only! 👍🏼👍🏼
Only invite people to the meeting who must be there.
If you invite the entire office there is a very good chance you will never get to a solution within the designated timeframe which will only frustrate your team. This is definitely not a positive experience or how we recommend you host employee meetings.
6. Lunch! 🌮 🍕🍪
Do it over lunch!
Everyone has to eat right?
If you are meeting with your team, order lunch in and make it a lunch meeting.
First, people are eating, which cuts down on side chatter.
Second, after the team eats and has absorbed the topic of conversation, in our experience, there will be happy tummies and good ideas!
Remember HR Experts can help Host Employee Meetings that are productive and seamless! productive meetings!
By implementing these tips, you’ll have streamlined, effective meetings that HR Experts dream of! 😊
If you are scaling your business and looking for HR support and guidance without having to hire in-house, schedule a complimentary call with us today. We look forward to learning more about you and your growing business!