{"id":383,"date":"2019-06-19T12:09:00","date_gmt":"2019-06-19T17:09:00","guid":{"rendered":"https:\/\/projectmanagementacademy.net\/resources\/?p=383"},"modified":"2022-09-01T10:42:25","modified_gmt":"2022-09-01T15:42:25","slug":"how-to-get-the-most-out-of-team-meetings","status":"publish","type":"post","link":"https:\/\/projectmanagementacademy.net\/resources\/blog\/how-to-get-the-most-out-of-team-meetings\/","title":{"rendered":"How to Get the Most Out of Team Meetings"},"content":{"rendered":"\n<p>As a project manager you know your primary responsibility and skill is communication.&nbsp; And you know a lot of your communication is done through team meetings.&nbsp; But, how can you be sure your <a href=\"https:\/\/projectmanagementacademy.net\/resources\/blog\/building-virtual-teams-starts-with-effective-kick-off-meetings\/\">team meetings<\/a> are as effective as possible? Research shows most project managers believe their meetings are highly effective, yet most team participants rate meetings as less than effective.&nbsp; Why the difference of opinion?&nbsp; One thought is whoever is doing the most talking believes (disproportionately) they are being effective; the opposite is true. If you\u2019re going over the project plan and asking for status updates, is this the best use of your team\u2019s valuable time?&nbsp; If you think your meetings are productive you probably aren\u2019t soliciting feedback nor looking for opportunities to improve.&nbsp; I\u2019ve utilized a 4-part process to continually improve my meetings; Assess, Prepare, Facilitate and Reassess.<\/p>\n\n\n\n<!--more-->\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-1 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<p><strong>On this page:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><a href=\"https:\/\/projectmanagementacademy.net\/resources\/blog\/how-to-get-the-most-out-of-team-meetings\/#Assess\">Assess<\/a><\/li><li><a href=\"https:\/\/projectmanagementacademy.net\/resources\/blog\/how-to-get-the-most-out-of-team-meetings\/#Prepare\">Prepare<\/a><\/li><li><a href=\"https:\/\/projectmanagementacademy.net\/resources\/blog\/how-to-get-the-most-out-of-team-meetings\/#Facilitate\">Facilitate<\/a><\/li><li><a href=\"https:\/\/projectmanagementacademy.net\/resources\/blog\/how-to-get-the-most-out-of-team-meetings\/#Reassess\">Reassess<\/a><\/li><li><a href=\"https:\/\/projectmanagementacademy.net\/resources\/blog\/how-to-get-the-most-out-of-team-meetings\/#Keep-Improving\">Keep Improving<\/a><\/li><\/ul>\n<\/div>\n<\/div>\n\n\n\n<hr class=\"wp-block-separator is-style-wide\"\/>\n\n\n\n<div class=\"wp-block-columns has-background is-layout-flex wp-container-core-columns-is-layout-2 wp-block-columns-is-layout-flex\" style=\"background-color:#f3fbff\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:40%\">\n<div style=\"height:60px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"alignright size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"720\" height=\"600\" src=\"https:\/\/e360-media.s3.amazonaws.com\/2022\/09\/01094754\/Emotional-Intelligence-Free-PDU-Course.jpg\" alt=\"Free Course on Emotional Intelligence\" class=\"wp-image-6604\" srcset=\"https:\/\/e360-media.s3.amazonaws.com\/2022\/09\/01094754\/Emotional-Intelligence-Free-PDU-Course.jpg 720w, https:\/\/e360-media.s3.amazonaws.com\/2022\/09\/01094754\/Emotional-Intelligence-Free-PDU-Course-300x250.jpg 300w\" sizes=\"auto, (max-width: 720px) 100vw, 720px\" \/><\/figure><\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:50%\">\n<div style=\"height:48px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p><\/p>\n\n\n\n<p class=\"has-medium-font-size\" id=\"block-eef25254-e22e-41f6-826b-cab064e3d095\"><strong>Free Emotional Intelligence PDU<\/strong><\/p>\n\n\n\n<p id=\"block-14690051-2796-4b03-bcb7-95d54bd01fcd\"><em>Develop your Emotional Intelligence as well as your team members in this Free PDU Course!<\/em><\/p>\n\n\n\n\t\t\t\t\t<script>\n\t\t\t\t\t\thbspt.enqueueForm({\n\t\t\t\t\t\t\tportalId: 3294842,\n\t\t\t\t\t\t\tformId: \"9513deed-dab2-44ea-a7fb-33297ddc13b6\",\n\t\t\t\t\t\t\ttarget: \"#hbspt-form-1776536042000-0542435820\",\n\t\t\t\t\t\t\tregion: \"na1\",\n\t\t\t\t\t\t\t\n\t\t\t\t\t\t});\n\t\t\t\t\t<\/script>\n\t\t\t\t\t<div class=\"hbspt-form\" id=\"hbspt-form-1776536042000-0542435820\"><\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\"><\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:10%\">\n<div style=\"height:100px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<\/div>\n<\/div>\n\n\n\n<hr class=\"wp-block-separator is-style-wide\"\/>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Assess\"><strong>Assess<\/strong><\/h2>\n\n\n\n<p>Better project meeting leadership requires better self-observation.&nbsp; I take a few minutes (even schedule it) after every meeting to reflect. I think about team member behavior and interaction, my facilitation and the content provided.&nbsp; Were team members engaged, and if not, what did I do to improve engagement?&nbsp; Did I seek opinions from all participants using a variety of styles?&nbsp; What did I do to maintain a positive attitude, full participation and healthy debate?&nbsp; In addition to these times of reflection, I periodically check-in with team members.&nbsp; I\u2019ve used surveys, focus-groups (for larger projects) or face-to-face (with team leads).&nbsp; Once I\u2019ve reflected on my own and solicited feedback from others, I identify my strengths and weaknesses and create a plan for improvement.&nbsp; This plan is the foundation of my preparation.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Prepare\"><strong>Prepare<\/strong><\/h2>\n\n\n\n<p>Before any meeting I write down the purpose and goals I hope to achieve.&nbsp; I use the SMART format in documenting meeting goals.&nbsp; I\u2019ll often ask others for agenda items, which promotes relevance and increases ownership and engagement.&nbsp; After I\u2019ve aligned on the purpose and goals (and written them down) I determine who should be invited.&nbsp; I typically refrain from having a set group of attendees.&nbsp; I invite team members who can contribute or have a significant interest in the subject.&nbsp; If attendees are multi-tasking it may be because the agenda items are not relevant.&nbsp; I\u2019ve also had attendees come in and out for certain relevant portions of the meeting.&nbsp; If this isn\u2019t disruptive, it is something to consider.&nbsp; For small meetings, consider a \u2018walking meeting\u2019. For larger groups, if the meeting is 30 minutes or less, consider a standing meeting.&nbsp; I try to be very purposeful with my meeting cadence.&nbsp; Team members can suffer from \u201cmeeting fatigue\u201d if you hold weekly status meetings when less frequent meetings would be just as useful.&nbsp; Once you\u2019ve completely prepared, you\u2019re ready to facilitate a great team meeting.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Facilitate\"><strong>Facilitate<\/strong><\/h2>\n\n\n\n<p>Facilitation starts the moment team members walk (or dial) in.&nbsp; I try to greet people when they arrive, express gratitude for the investment of time, offer refreshments and ask attendees to silence phones.&nbsp; For recurring meetings, we mutually agree upon guidelines and document in the Team Charter.&nbsp; I think all these tactics help people feel welcome and ready to concentrate on the task at hand.&nbsp; Once the conversation starts I take on a stewardship role.&nbsp; I lead through facilitation by asking questions and actively listening to responses. In a supportive role, I ensure others are heard and they leave feeling committed to our outcomes.&nbsp; To get participation I ask for a show of hands, use chat functionality or post-it notes and even facilitate brainwriting (individuals reflect on an idea before sharing). I also use body language to signal when someone may be monopolizing the conversation by slightly turning to others for additional input.&nbsp; I reinforce positive behavior by offering encouraging comments. If I want the meeting to address a specific issue I typically create a slide listing all the potential alternatives.&nbsp; Finally, I\u2019m careful to separate the evaluation of an issue from decision making. This way the meeting participants don\u2019t feel rushed into any decisions. Once I\u2019ve conducted a series of meetings on a project, I reassess my initial thoughts and look to continuously improve the process and my facilitation skills.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Reassess\"><strong>Reassess<\/strong><\/h2>\n\n\n\n<p>When I proactively diagnose my meeting \u2018performance\u2019 and learn to better prepare for and facilitate my meetings, there is always room for improvement.&nbsp; I ask team members to comment on how my meetings are going.&nbsp; I ask for straightforward comments and show true appreciation for honest feedback.&nbsp; I\u2019ve found team members are more open with me and bring up issues not related to the project.&nbsp; I\u2019m encouraging reflection, learning, flexibility, taking reasonable risks, and not being complacent.&nbsp; I\u2019m rewarded with team members who are proactive problem-solvers.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Keep-Improving\"><strong>Keep Improving<\/strong><\/h2>\n\n\n\n<p><a href=\"https:\/\/www.pmi.org\/learning\/library\/secrets-running-project-status-meetings-7009\">Leading meetings<\/a> might seem like a small part of your role as a project manager.&nbsp; But positive change in this one area can lead to real gains for your project and organization.&nbsp; As a project manager you should seek continuous improvement, and one area is in meeting management.&nbsp; Approach your meetings like your projects.&nbsp; Have a plan, reflect on plan performance, make changes when necessary and continuously look for feedback to improve meeting management.&nbsp; The investment in time will pay huge dividends for your meetings, your team members, and your project.&nbsp;<\/p>\n\n\n\n<hr class=\"wp-block-separator is-style-wide\"\/>\n\n\n\n<div class=\"wp-block-group is-layout-flow wp-block-group-is-layout-flow\">\n<p class=\"has-text-align-center has-medium-font-size\"><strong>Studying for the PMP Exam?<\/strong><\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-buttons is-horizontal is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-1 wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button has-custom-width wp-block-button__width-100 is-style-fill\"><a class=\"wp-block-button__link has-white-color has-text-color has-background\" href=\"https:\/\/projectmanagementacademy.net\/free-pmp-questions\" style=\"border-radius:2px;background-color:#366194\" target=\"_blank\" rel=\"noreferrer noopener\">PMP Practice Questions<\/a><\/div>\n<\/div>\n\n\n\n<div style=\"height:8px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<hr class=\"wp-block-separator is-style-wide\"\/>\n\n\n\n<div style=\"height:45px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-group\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<p style=\"font-size:25px\"><strong>Upcoming PMP Certification Training &#8211; Live &amp; Online Classes<\/strong><\/p>\n\n\n\n<div class=\"wp-block-group\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\"><table class=\"table table-striped table-bordered table-responsive-sm font-md mt-5 mb-0 d-none d-md-table\"><tr><td>Name<\/td><td>Date<\/td><td>Place<\/td><td><\/td><\/tr><\/table>\n<\/div><\/div>\n\n\n\n<p><\/p>\n<\/div><\/div>\n\n\n\n<div style=\"height:45px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<hr class=\"wp-block-separator is-style-wide\"\/>\n\n\n\n<div style=\"height:25px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n","protected":false},"excerpt":{"rendered":"<p>As a project manager you know your primary responsibility and skill is communication.&nbsp; And you know a lot of your communication is done through team meetings.&nbsp; But, how can you be sure your team meetings are as effective as possible? Research shows most project managers believe their meetings are highly effective, yet most team participants [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":1730,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"default","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"categories":[14,4],"tags":[],"class_list":["post-383","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-professional-development","category-project-management"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Get the Most Out of Team Meetings - Project Management Academy Resources<\/title>\n<meta name=\"description\" content=\"As a PM, a lot of your communication is done through team meetings. 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