POPin Blog

5 Follow-Up Tips to Ensure You’re Hosting Effective Staff Meetings

Did you know that many professionalslose 31 hoursper month to unproductive meetings? That’s a whole lot of wasted time, which leads to frustration for managers and employees. If you want to ensure you’re holding effective staff meetings, having the right follow-up is essential. It’s a way to clarify the results of the meeting, ensure staff commit to action and call for suggestions to improve meetings. Ready to start following-up to improve your meetings? Follow the five tips below.  
  • Send Out Detailed Minutes
Your staff probably attends multiple meetings every single day — and they can’t memorize everything that goes on. That’s why it’s so important to provide detailed minutes which highlight all the main topics covered in the meeting. You could have a dedicated member of staff at each meeting to take notes and write up minutes or ask a different member of the meeting to take responsibility each week. Clear minutes ensure nothing is forgotten.
  • Clarify and Review Actions
Your meeting minutes should clearly highlight any actions that need to be taken, and these should also be summarized at the end of each meeting. Ask the person taking minutes to read out all the actions they have, and ask the relevant people to confirm them. This helps avoid misunderstandings, like, “I thought Jamie was responsible for that,” or, “I didn’t realize you wanted me to take care of the report.” Encourage your team to get involved while you review the actions, as this helps you avoid missing anything.
  • Get Staff to Commit to Action
Once you’ve agreed on all the actions, you need to ensure that staff are committed to doing the work. Avoid vague actions like, “Member of the marketing team to review,” and instead assign a specific person to each task withSMART goalslike, “Sally from marketing to review report by Tuesday.” Tell staff that you’ll be checking actions at the start of the next meeting to remind them that these are important tasks which can’t be ignored.
  • Look for Ways to Improve next Time
Ever been to a meeting and felt like you could list 100 things that went wrong? Well, now is your chance to share. By asking the entire group how they think the meeting could be improved and giving your own thoughts, you show that you care about your staff and are willing to make changes. Whether it’s a small thing, like having better refreshments available, or something big, like not talking over one another, it’s important to be open to change.
  • Ask What Worked Well at the Meeting
You don’t have to focus on the negatives during your follow-up. By asking staff what they think went well, you’ll boost morale and get ideas on how to run future meetings. It’s also a great chance to thank staff for their contributions, and highlight participants who work particularly hard.  How to Run Effective Staff MeetingsWasting money on pointless meetings is a hugemanagerial mistake.Want to start running effective staff meetings? You need to follow-up successfully by clarifying and confirming actions, asking staff to commit to work, and discussing how to improve future meetings. Check outour blogfor more tips to improve your organization.