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.
Mind Map Template
We see you, visual learners. You grasp concepts and understand data easier when they're presented in well-organized, memorable graphics. Mind mapping is perfect for you. This powerful brainstorming tool presents concepts or ideas as a tree — with the central subject as the trunk and your many ideas and subtopics as the branches. This template is a fast, effective way for you to start mind mapping, which can help you and your team become more creative, remember more, and solve problems more effectively.
T-Charts can help you compare and contrast two different ideas, group information into different categories, and prove a change through “before” and “after” analysis. T-Charts are visual organizational tools that enable you to compare ideas, so you can evaluate pros and cons, facts and opinions, strengths and weaknesses, or big-picture views versus specific details. Designers and content creators can use T-Charts to turn possibilities into actionable ideas. T-Charts are useful for discussing differences and similarities with your team or clients and can help you to reach a decision together.
Team Meeting Agenda Template
Making the time for your team is important to help you to make decisions, align on priorities, and move in the same direction together. Team meeting agendas help add a schedule and structure to your allocated time slot when you need to share information and collaborate with your team. They also allow your team to agree on goals, talking points, action items, and who will lead the next steps. Uninterrupted team meeting time with an agenda can help your team review progress against OKRs, share updates, discuss roadblocks, and brainstorm ideas.
One-on-one Meeting Template
When it comes to building relationships between managers and their employees, one-on-ones work wonders. They create the forum and space for checking in, giving feedback, or resolving issues. But to make one-on-ones productive takes preparing beforehand. This template gives you an easy way to create an agenda where you loosely lay out the meeting goals, action items, discussion topics, or questions. These questions tend to range from short term — "What have you accomplished this week?” — to long term — “Do you feel like you’re learning and growing at work?”.
Mad/Sad/Glad Retrospective Template
It's tempting to measure a sprint’s success solely by whether goals and timelines were met. But there’s another important success metric: emotions. And Mad Sad Glad is a popular, effective technique for teams to explore and share their emotions after a sprint. That allows you to highlight the positive, underline the concerns, and decide how to move forward as a team. This template makes it easy to conduct a Mad Sad Glad that helps you build trust, improve team morale, and increase engagement.
Parking Lot Matrix Template
When the creative energy is flowing, a workshop or meeting will yield a lot of new ideas — but not all are on-topic or currently feasible. Roll them right onto a parking lot matrix, a simple, effective tool for separating the best ideas from those that are promising but could use more research or discussion. This template will let you easily make your own parking lot matrix, which will come in especially handy during long meetings (and when you have teammates who tend to go off-topic).