Run better, more collaborative team meetings that set your team up for success.
About the Meeting Template
Everyone has been in a meeting that didn’t go as planned. Maybe it ran off course, or you ran out of time to accomplish everything you set out to do -- or maybe it just felt like a waste of time. To avoid that, it’s important to prepare to run a team meeting ahead of time. With this simple but effective template, you can prepare to run a team meeting that ticks all the boxes. Set your teammates up for success, give everyone the time and space to contribute, and keep your projects on track.
What is a Team Meeting?
Team meetings are an integral part of our careers. Depending on the size and structure of your organization, you might end up in daily, weekly, or monthly team meetings. Unfortunately, though, that does not stop many of us from dreading them. While meetings are vital for collaboration, they are sometimes filled with tangents, off-topic discussions, and wasted time. Why does that happen so often?
The answer is simple. Many of us don’t prepare for meetings because we don’t know how, or we don’t have time. By creating a streamlined way to build preparation into your workflow, you’ll ensure your meetings are efficient, enjoyable, and collaborative.
When to use the Meeting Template
Use the Run a Team Meeting Template any time you’re running a remote, hybrid, or in-person meeting.
Create Your Own Meeting
Create your own Meeting Agenda
Making your own team meeting is easy. Miro’s whiteboard tool is the perfect canvas to create and share them. Get started by selecting the Run a Tea Meeting Template, then take the following steps to make one of your own.
1. Ask your teammates what they find valuable. One of the most common complaints about team meetings is that they feel like a waste of time. When people come to a meeting with the expectation that they won’t get anything out of it, they’re less likely to listen and contribute -- and they might even start skipping meetings. Before you start a meeting, ask your teammates what they would most like to see, do, or discuss. Is there something on which they would like the team’s input? Is there a challenge they’d like to talk about.
2. Use their input to build an agenda. Prior to the meeting, take the time to create an agenda so everyone knows what the meeting is about before they step foot in the room (or virtual room). Be transparent about why you did and did not include certain items on the agenda.
3. Share the agenda items. Before the meeting, make sure everyone gets a copy of the agenda so they can prepare. Many people find it useful to list agenda items as questions. For example, instead of “editorial calendar,” you can try “should we update the editorial calendar?” A phrase like “editorial calendar” might leave participants wondering what exactly they’re going to talk about, which makes it more challenging for them to prepare. But using concrete language gives them something to prepare for. During the meeting, display the agenda on the board so everyone can refer to it as they discuss.
4. Use the whiteboard to allocate time for each topic. This ensures you will address every topic on the agenda without running out of time, and it allows your teammates to construct their questions and comments to fit the time they have been given. You can even start a timer when everyone begins discussing a given agenda time and agree to move onto the next item after a certain amount of time has elapsed.
5. Provide various channels people can use to communicate. When it comes to speaking up during meetings, everyone has a different comfort zone. Some people are truly at their best when they can verbally express what’s on their mind. Others prefer to type out their thoughts. Yet others might even prefer to draw a quick sketch. By only providing a single way for your teammates to communicate, you might be shutting out many voices in the room. Take advantage of Miro to provide myriad ways your teammates can share during the meeting, including the chat box or uploading sketches.
6. Send artefacts. After the meeting, make sure you send out a recap of what you discussed, in addition to the board itself. That way, everyone can refer back to their notes and hit the ground running.
Breakout Group Template
Works best for:
Education, Team Meetings, Workshops
Breakout groups provide an excellent opportunity for teammates to have candid conversations and connect on a more intimate level than is possible during a broader meeting. When you’re in a large group setting, it can be difficult for people to feel safe or comfortable speaking up. In a smaller group, participants can feel safer sharing their ideas. Since the group is more intimate, teams are empowered to participate rather than observe.
Azure Architecture Diagram Template
Works best for:
Software Development, Diagrams
The Azure Architecture Diagram Template is a diagram that will help you visualize the combination of any data and build and deploy custom machine learning models at scale. Azure is Microsoft’s cloud computing platform, designed to provide cloud-based services such as remote storage, database hosting, and centralized account management. Use Azure Architecture Diagram template to build sophisticated, transformational apps.
Works best for:
Education, Ideation, Brainstorming
Brainstorming is such a big part of ideation. But not everyone does their best work out loud and on the spot, yelling out thoughts and building on others’ ideas. Brainwriting is a brilliant solution for them—creative thinkers who happen to be more introverted. This approach and template invites participants to reflect quietly and write out their ideas, and then pass them to someone else who will read the idea and add to it. So you’ll get creative ideas from everyone—not just the loudest few.
Business Model Canvas Template
Works best for:
Leadership, Agile Methodology, Strategic Planning
Your business model: Nothing is more fundamental to who you are, what you create and sell, or ultimately whether or not you succeed. Using nine key building blocks (representing nine core business elements), a BMC gives you a highly usable strategic tool to develop and display your business model. What makes this template great for your team? It’s quick and easy to use, it keeps your value proposition front and center, and it creates a space to inspire ideation.
User Interview Template
Works best for:
Desk Research, Product Management
A user interview is a UX research technique in which researchers ask the user questions about a topic. They allow your team to quickly and easily collect user data and learn more about your users. In general, organizations conduct user interviews to gather background data, to understand how people use technology, to take a snapshot of how users interact with a product, to understand user objectives and motivations, and to find users’ pain points. Use this template to record notes during an interview to ensure you’re gathering the data you need to create personas.
SOAR Analysis Template
Works best for:
Leadership, Decision Making, Strategic Planning
The SOAR Analysis template prompts you to consider your organization’s strengths and potential to create a shared vision of the future. The SOAR Analysis is unique in that it encourages you to focus on the positive rather than solely identifying areas for growth. SOAR stands for Strengths, Opportunities, Aspirations, and Results. To use the template, examine each category through a positive lens. Perform a SOAR Analysis whenever you want to bring people together and encourage action.