Are Team Meetings Important?

Each company is made up of a group of people, or teams, that work towards the goals of the business and meet to discuss what they have done and what they have achieved. However, such meetings are not always regular and successful, which raises the question of whether team meetings are really necessary and have any contribution? Or are they just a waste of time?

Regular and well-organized team meetings can solve a wide variety of internal and external issues affecting the company: employee disagreements, lack of communication between the management and employees, etc. [1] Meetings also allow you to discuss competitor performance, potential project failure, and other problems, making a valuable contribution to the future development and growth of your business without requiring significant additional resources. [2]

Team meetings are an investment in company development

What proves this and are team meetings really necessary?

4 reasons that prove the importance of team meetings

Based on true experience, 4 leading reasons have been developed that prove that team meetings can make a valuable contribution to the company, contributing to its overall development and growth, as well as the cohesion of its team of employees. Moreover, this method is easy to implement. [3]

1. Team meetings ensure that all involved are informed

Communicating with people in person helps to ensure that the information is truly transferred, and the employees, as well as the management of the company, have a clear understanding of the direction, development and obstacles to company processes, as well as company policies and working principles. This allows you to identify and implement the improvements you need, by the feedback from others.

2. Team meetings contribute to problem solving

Often an employee has to face a problem, solve it, and only later find out that a colleague has encountered a problem like this before and knows the best way to solve it quickly. Lack of communication and lack of awareness creates a waste of time, which team meetings help prevent by having all employees present. Sharing experiences, problems, and working together to find the solutions is a time saver.

3. Team meetings are beneficial for managers, as well as give an opportunity to include additional training for the entire team

By organizing employee meetings, managers have the opportunity to develop their leadership skills – to motivate, lead and direct their team towards common goals, whether company achievements or problems are being discussed. As a result, employees also have the opportunity to learn a great deal based on the experience of their manager and colleagues, while also allowing the generation of ideas.

4. Team meetings let people work together and enjoy success 

Company meetings are not just for problem solving, they are also effective in delivering new innovations, sharing the vision, expectations and recommendations of all employees, contributing to team cohesion and the development of mutual communication. [4] Team meetings also give members the opportunity to rejoice in the achievements of the company. That creates a sense that each employee is valued, heard and seen, thus motivated to take action, which is a key factor in their future productivity.

What to consider when arranging a team meeting?

The importance of team meetings is enhanced by their successful realization. What is needed to run a team meeting correctly, simply and effectively?

To make your team meeting as productive as possible, it’s important to:

  • Provide information to employees on the topic, goals, arrangements, venue, and, if needed, for prior preparing, and additional information.
  • Schedule meetings to inform employees in a timely manner, respecting their time and teamwork, preventing „last-minute“ meetings
  • Allow freedom of choice. Given the reason for a team meeting, it is important to evaluate whether it applies to the entire team or just a part of it. In cases where the attendance of the employee is not obligatory, allow the employee to freely choose to attend the meeting or not (in order to obtain and exchange information fully, it is advisable to attend all meetings where the person is, even partially, involved). [5]

References:

[1] Alison Robins, 2019, From Storming to High-Performing: The Meeting That Saved Our Team. Case study. Pieejams: https://officevibe.com/blog/secret-high-performing-team 

[2]  Allen Joseph A., Beck Tammy, Scott Cliff, Rogelberg Steven G., „Understanding Workplace Meetings: A Qualitative Taxonomy of Meeting Purposes“ (2014). Psychology Faculty Publications. 105. Pieejams: https://digitalcommons.unomaha.edu/cgi/viewcontent.cgi?article=1108&context=psychfacpub

[3]  Amy Castro, 8 Reasons Regular Staff Meetings Are a Must. Pieejams: http://www.amy-castro.com/8-reasons-regular-staff-meetings-must/

[4]  Yoerger Michael, Crowe John, Allen Joseph A., „Participate or Else!: The Effect of Participation in Decision-Making in Meetings on Employee Engagement“ (2015). Psychology Faculty Publications. 120. Pieejams: https://digitalcommons.unomaha.edu/cgi/viewcontent.cgi?article=1119&context=psychfacpub

[5]  Cohen Melissa A., Rogelberg Steven G., Allen Joseph A., Luong Alexandra, „Meeting Design Characteristics and Attendee Perceptions of Staff/Team Meeting Quality“ (2011). Psychology Faculty Publications. 96. Pieejams: https://digitalcommons.unomaha.edu/cgi/viewcontent.cgi?article=1098&context=psychfacpub

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