Assessing Team Meeting Effectiveness

Team/Department Meeting Observation Guide and Checklist Team:____________ Auditor: (if different from leader) Type of Meeting: Date:_______________ Leader:_____________ Information Sharing Problem Solving Status on projects Stated Objective of the Meeting: Cross Dept. Communication Goal Setting Other:_______________

Opening of the Meeting: Within the first five minutes is the... Purpose or objective clearly stated and acknowledged by the group? Agenda reviewed (i.e., process steps, time frames)? Responsibility for meeting roles (i.e., scribe) clarified? Comments about how our meetings are opened: Leadership: The leader of the meeting: Seems prepared Presents ideas clearly Solicits participation Enforces ground rules Keeps discussion focused and on track Ensures that ideas and actions were captured Calls for a decision when appropriate Summarizes frequently Transitions between agenda items Clearly restates decisions & action items Clearly states next steps Comments about how are meetings are led:

Communication Among Members: As members interact they... Are clear and direct in their communication Speak directly to one another Invite reactions to their ideas Maintain eye contact Ask one another questions Build on one another’s ideas Acknowledge one another’s ideas Express support for others Restate or paraphrase one another’s ideas Exhibit respect for one another Comments about the quality of interpersonal communication: What helped or hindered effective communication? Handling Differences Among Members: When members disagree they... Acknowledge the differences of opinion Explore the different views Try to surface underlying needs and interests of the members in conflict Restrain from escalating behaviors (i.e., personal attacks, taking sides) Engage in problem solving Solicit other members’ ideas on the issue Achieve a resolution or clear next steps to achieving one Keep the discussion focused on the problem vs. blaming people Maintain respect for one another Comments about the handling of conflict: What helped or hindered the resolution of differences?

Overall Meeting Process: Rate the following on a 1-5 scale. Meeting start late 12345 Meeting start on time Members straggle in 12345 Members are present Purpose and agenda are vague 12345 Purpose, agenda, & roles are clear Members have personal or hidden 1 2 3 4 5 Members are committed to agendas agenda Some participate, others don’t 12345 Involvement is high A few people exert all the 12345 Participation & influence are influence balanced Discussions stray off track 12345 Discussion focused and on track Leader expected to make meeting 12345 Members help make meeting effective effective Ideas are lost or ignored 12345 Ideas are captured Little or no summarization 12345 Discussion is summarized often Decisions are fuzzy 12345 Decisions are tested for commitment Action items are left unclear 12345 Action items are clearly stated Next steps are vague or unstated 12345 Next steps are clear No meeting critique 12345 Members critique the meeting Meetings drag on 12345 Timetable is achieved Summary: Based on your observation of this team’s meetings...What are the strengths that help make their meetings effective? What recommendations could you make to the team for improving the effectiveness of their meetings?

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Assessing Team Meeting Effectiveness

by Ryan Gunhold

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