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.