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30 Rules to Follow for an Effective Team Meeting

Most professionals waste almost 3.8 hours a week on unproductive, poorly prepared meetings. We need a solution. Weekdone (https://weekdone.com) built a fun free interactive meeting assistant Team Meeting Checklist (http://teammeetingchecklist.com) that helps save time and increase focus on these time consuming meetings. Taking together different researches we came up with a list of guidelines that offer a pretty clear glimpse to how an effective team meeting should look like. Going through the list one by one might be time-consuming, which is why we built the interactive version of the list called Team Meeting Checklist. Quoting ArcticStartup: "Real secret ingredient of the meeting manager lies in the checklist, or the list of 25 criteria, which, according to Weekdone, takes no more than 5 minutes to go through (while potentially saving several working hours that would've otherwise been lost due to crappy meeting orchestration)". The idea behind Team Meeting Checklist is simple: before each gathering, the team leader takes 5 minutes to go through the checklist and create a meeting invite including the most crucial details. The system will send an automatically compiled email to all participants, summarizing details and ground rules for the upcoming meeting. This simple solution acts as a meeting reminder for the participants and social pressure tool to honor the effective meeting criteria for the leader. Furthermore, it provides a fantastic base for giving feedback and reflecting on the progress. Which are the guidelines you tend to forget the most? Learn more from our blog (https://blog.weekdone.com/criteria-for-effective-team-meeting/).

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30 Criteria for an 
Effective Team Meeting 
People spend 3.8 hours a week on 
unproductive meetings. 
To waste no-ones time, follow these 30 
proven criterias of an effective meeting. 
Visit http://teammeetingchecklist.com
Before the team meeting: 
• Define the objective 
• Determine 
participants 
• Set meeting time & 
location 
• Prepare & distribute 
agenda 
• Distribute all other 
background material 
• Prep the room
During the team meeting: 
• Start on time 
• Establish ground rules 
• Review meeting agenda 
• Clarify the purpose 
• Put agenda on a screen 
• Follow the agenda 
• Discuss 1 topic at a time
During the team meeting: 
• Discuss 1 person at a time 
• Keep discussions relevant 
• Wrap-up each agenda item 
• Follow time-schedule 
• Give everyone a chance to 
speak 
• Use open-ended questions 
 
 
?
Outcome of the team meeting 
• Make progress toward the objective 
• Summarize important discussions 
• Document assigned tasks and 
deadlines 
• Announce details for the next 
meeting 
• End on time 
• Make sure everyone knows the next 
step
After the team meeting 
• Send a follow-up memo within 
24 hours 
• Follow-up the delegation 
decisions 
• Put unfinished business up for 
next meeting

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30 Rules to Follow for an Effective Team Meeting

  • 1. 30 Criteria for an Effective Team Meeting People spend 3.8 hours a week on unproductive meetings. To waste no-ones time, follow these 30 proven criterias of an effective meeting. Visit http://teammeetingchecklist.com
  • 2. Before the team meeting: • Define the objective • Determine participants • Set meeting time & location • Prepare & distribute agenda • Distribute all other background material • Prep the room
  • 3. During the team meeting: • Start on time • Establish ground rules • Review meeting agenda • Clarify the purpose • Put agenda on a screen • Follow the agenda • Discuss 1 topic at a time
  • 4. During the team meeting: • Discuss 1 person at a time • Keep discussions relevant • Wrap-up each agenda item • Follow time-schedule • Give everyone a chance to speak • Use open-ended questions ?
  • 5. Outcome of the team meeting • Make progress toward the objective • Summarize important discussions • Document assigned tasks and deadlines • Announce details for the next meeting • End on time • Make sure everyone knows the next step
  • 6. After the team meeting • Send a follow-up memo within 24 hours • Follow-up the delegation decisions • Put unfinished business up for next meeting
  • 7. Find the meeting checklist online! Check if your team meeting meets the requirements. Notify others and commit to productive team meetings. Go to http://teammeetingchecklist.com
  • 8. Weekdone.com - rethink meetings To make your team collaborate efficiently and save time from unproductive team meetings check out https://weekdone.com/teammeeting
  • 9. References 1. Meeting Analysis - Findings from Research and Practice by Nicholas C. Romano, Jr. and Jay F. Nunamaker, Jr. 2001 [http://www.okstate.edu/ceat/msetm/courses/etm5221/Week%201%20Challenges/Meeting%20Analysis% 20Findings%20from%20Research%20and%20Practice.pdf] 2. Perceived Meeting Effectiveness: The Role of Design Characteristics by Desmond J. Leach, Steven G. Rogelberg, Peter B. Warr, Jennifer L. Burnfield, 2009. [http://link.springer.com/article/10.1007%2Fs10869-009-9092-6] 3. Learning Today Leading Tomorrow - Developing Leadership Potential, 2005 [http://www.itcarlow.ie/public/userfiles/files/Effective%20meetings%20.pdf] 4. Holden Leadership Center - Running Effective Meetings [http://leadership.uoregon.edu/resources/exercises_tips/skills/running_effective_meetings] 5. MeetingKing - Checklist for Productive and Effective Meetings [http://meetingking.com/checklist-for-effective-and-productive-meetings/] 6. Community Tool Box - Conducting Effective Meetings [http://ctb.ku.edu/en/table-of-contents/leadership/group-facilitation/main] 7. Meetings Matter: Effects of Team Meetings on Team and Organizational Success by Simone Kauffeld and Nale Lehmann-Willenbrock 2012 [http://sgr.sagepub.com/content/43/2/130.abstract] 8. “How to Make Meetings Work,” by Michael Doyle and David Straus