How to Run a Staff Meeting

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You can get a lot done in a staff meeting, or it can be a waste of time.
You can get a lot done in a staff meeting, or it can be a waste of time. (Image: Stockbyte/Stockbyte/Getty Images)

Running staff meetings is a routine business activity. This is a time to fully engage your staff in order to increase productivity. Use this also as a means to increase effective communication in the office. Staying on top of things helps to stave off emergencies and reduce the number of problems. Holding regular staff meetings should lead to the overall improvement of business operations. Using a few basic strategies will help you run an effective staff meeting.

Schedule regular meetings, the more frequent, the better -- daily or weekly as appropriate. Set aside Friday afternoon as the workweek is almost over. Use this time to set an agenda for the coming week. Alternately, Monday morning meetings work well as you can set the agenda for the rest of the workweek. You risk losing momentum and effectiveness choosing any other day.

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Prepare an agenda. Link the agenda with your company's mission. Remind your staff of the key business objectives and strategies contained in the mission statement — this should feed directly into your meeting agenda. Oasis Outsourcing provides as an example on their website, "if one of the overarching strategies is to drive increased sales, then list 'Sales' as an item on your agenda. Underneath that banner you could list one-on-one sales calls, telemarketing, trade shows and the like. Then discuss each of those individual items. This gives you a yardstick by which to measure progress and to continue to chart your course."

Limit meeting and speaking time. "Get in and get out." Stay within an hour -- you should be able to achieve the objectives of the meeting within that timeframe. Avoid bordem by sticking with a schedule. Timeliness is critical to running an effective meeting. This honors the schedules of other staff members.

Assign someone to take the minutes. Rotate this role from team member to team member. Write up the minutes as that provides the foundation for the next staff meeting’s agenda.

Tips & Warnings

  • Oasis Outsourcing, a business consultant, suggests: "Open the books. Always provide people a good fundamental understanding of where the business is going. Don't just provide a cursory statement like, "Business is good" or "Profits are down." Go into detail. The better informed your staff, the better decisions they'll make. Avoid the temptation to launch into long diatribes or sermons that are insulting and patronizing to your team members."

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