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How To Conduct Team Meetings

How To Conduct Team Meetings


There is ALWAYS only ONE owner of any meeting - they are responsible for the success or failure of the meeting. The rest will assume other roles.

Meeting Notes

Thursday Meeting
March 11, 2021

General Meeting Rules:

  • ALWAYS start on time and end a few minutes early
  • We have a right to expect excellence of eachother
  • Share "observations" not "conclusions"
  • After a decision is made from leadership or as a team - AGREEMENT is optional, COMMITMENT is NOT. We must all commit to the decision and move forward even if we do not necessarily agree with the final decision.
  • Stop whatever you are doing early and be ready for new meetings to start (the key is to stop working earlier on whatever you were doing beforehand)
  • Camera on - actively engaged and participating. EVERYONE is encouraged and included in participating if they are on the meeting.
  • If you aren't giving or receiving value you shouldn't be in the can opt out if you cannot give or receive value
  • Come prepared with any pre-meeting assignments completed as well as having run through the agenda beforehand to understand where you can contribute value or receive value
  • Limit side conversations and going off track by keeping note to have separate discussions offline
  • We don't have meetings for the sake of having meetings, we end them early if they are not productive. Wasted time in meetings costs the company a LOT of money and results in dissatisfied team members.

Structure of a meeting agenda

  • Purpose of the meeting - one sentence
  • Agenda with times allotted to each item and discussion styles listed out
  • Discussion Styles: info sharing discussion, planning or creative discussion, decision driving discussion
  • Task list to show up having completed (pre-meeting hw)
  • Outcomes to achieve for the meeting to be successful (no more than 3) (this one is optional)
  • Post-meeting recap and assignments - clarify with everyone they know what they need to do before getting off - have them say it in front of group

Different roles to have at the meeting:

  • Moderator - This person is the head of the meeting. They may not be the one who called for the meeting, but if assigned, they are the owner and must be able to facilitate a good conversation and keep everyone on track in the meeting. They CANNOT lose sight of the purpose, agenda, or the time of the meeting. They keep the conversation flowing and make sure everyone is engaged. This is a great way to grow leaders.
  • Parking lot - this person is responsible for documenting ANY and ALL action items. They are keeping notes of any good ideas, questions, side projects, or anything that needs to be addressed at a later time but is NOT on the agenda for this meeting. They are responsible for saying things like "great idea, we can move this offline and I'll keep note of it". They also have post-meeting tasks lined out.
  • Timekeeper - someone who makes sure we are moving along the agenda ON TIME - they have the go-ahead to move us along when needed and keep us on track.
    • Good rule - if an issue will take more than 2 minutes to solve or doesn't pertain to the whole group it should get a side meeting scheduled to handle it later.
  • Participants - actively engaged in the meeting either getting value or giving value
  • Closer (most senior person or the moderator) - used to close out the meeting, assign responsibilities, and make sure everyone knows what needs to be done and feels supported.

Types of Meetings:

Yearly and Quarterly Retreats (Masterminds)
Quarterly Planning Session
Monthly Review Session
Monthly Financial Meeting
Weekly Team Strategy Meeting
RPI Meetings (Results, Progress, Issues)
Town Hall Meeting
All Hands Meeting
RPI 1 on 1's
Personal 1 on 1's
Daily Huddle - Adrenaline Meeting
Work Session Meeting
De-brief Meeting