How to Improve your Team Meetings

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DR. AMARNATH GUPTA PhD, PMP, PgMP, MCP, MCSE, CCNA, CHFI, Six Sigma Green, CMMi3, ITIL How to Improve Your Team Meetings

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To help parents understand the work their child will be doing throughout the school year. Effective meetings are not only integral to achieve team goals and successful completion of tasks, but also are reflective overall of team functioning. Effective team meetings allow for open conversation that draws upon each members' knowledge, skills, and perspectives to solve problems and to support one another in achieving the team's collective goals. Team meetings can also help you identify small problems before they become large—or identify good ideas earlier rather than later. Here are Five tips to make your team meeting most effective and to get its full and extensive goal…

Transcript of How to Improve your Team Meetings

Page 1: How to Improve your Team Meetings

DR. AMARNATH GUPTAPhD, PMP, PgMP, MCP, MCSE, CCNA,

CHFI, Six Sigma Green, CMMi3, ITIL

How to Improve Your Team Meetings

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Dr. Amarnath Gupta is an extensive educationist and mentor.

Author of the My Life My Way, Network Security Management with High-level Security Policies, Windows Administration – a Layman Guide and the Process Management – Dilbert’s play, and founder of the Integrated Management Consultants — voiced the aspirations of Open Sourced Application community as no other individual of his era did. As life visionary, philosopher, writer, researcher, entrepreneur and mentor, he has been serving his country for over 9 years.

Being a student of the AU College of Engineering, Amarnath practiced Engineering along with his service. His early professional life records his valuable and obliged service in Global InfoTech, Radiant Technologies, Hindustan Computers Limited. As a member of the AIEA, in 2006 he was appointed to accompany Primlaks Nigeria Group as the Director of Information Technologies, which has been deemed ever since as a charter of Nigerian Information Technology Industry. The recognition itself proclaims that he initiated and imparted in Enterprise Resource Planning revolution in Manufacturing Industry in Nigeria.

During the brief private interval of his life following his professional services and jobs, Amarnath is writing next upcoming “Dynamics NAV Business Intelligence” which is yet to be published.

About Author

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– To help parents understand the work their child will be doing throughout the school year. Effective meetings are not only integral to achieve team goals and successful completion of tasks, but also are reflective overall of team functioning.

– Effective team meetings allow for open conversation that draws upon each members' knowledge, skills, and perspectives to solve problems and to support one another in achieving the team's collective goals.

– Team meetings can also help you identify small problems before they become large—or identify good ideas earlier rather than later.

Here are Five tips to make your team meeting most effective and to get its full and extensive goal…

Importance of Team Meeting

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• Using a standard agenda gives structure to

your meeting and helps you stay on target

to finish the meeting on time. It also

makes sure that you don't forget anything!

Share the agenda with your project team

before the meeting so they know what will

be discussed and they can come along

prepared.

Tip 1: Create an agenda

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Projects can get very busy, so it's best to let your

colleagues know about the meeting in advance. Put it

in their diary or on a shared project calendar as far in

advance as is practical. You'll probably be holding

them regularly (like every week), so you can book

them up at the same time each time so that people

get used to having that slot reserved for the team

meeting. This will also help you identify if individuals

will be away so that you can arrange to reschedule.

Alternatively, they could send a deputy.

Tip 2: Book them in advance

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Team meetings can be even harder if your team

members are not all in the same location. However,

collaboration tools can be a real help. They ensure

that everyone has the agenda and other information

before the meeting, and they can help you record

actions so that everyone can see the output. In

addition, features like instant messaging, chat and

discussions allow you to hold your meeting virtually,

regardless of where individuals are actually based.

Tip 3: Use collaboration tools

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One of the main reasons that team meetings are not productive

is that some team members talk a lot and some don't contribute

at all. Don't let one or two people dominate the discussion.

Ideally, you want to hear from everyone, and everyone should

have the same opportunity to raise issues and to brief the rest

of the team on the progress of their actions.

One way to make sure that everyone gets a turn to speak is to

use a timer. Each person gets to talk until the time runs out.

They can use the time to summarize their progress that week,

any problems and anything else they need help with. You can

choose how long the time runs for: 5 minutes is good and while

it doesn't sound very long it is normally long enough!

Tip 4: Allow everyone to participate

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Meetings are only useful if action comes out of them.

Make sure that you record the actions raised and who will

be taking responsibility for completing them. If you can't

do this and chair the meeting, delegate the role of note

taking to someone else. Then share the minutes with

your team. Most importantly, you need to follow up

progress at the next meeting. That's why the first item on

the agenda each week should be 'Actions from the

previous meeting'. This makes it clear to everyone that

you'll be asking for progress reports.

Tip 5: Follow up the actions

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