Team Meetings 2

Team meetings (contd)
When planning a team meeting consider:

• Timing - when to hold the meeting

• Purpose - why the meeting is being held

• Location - where to hold the meeting

Timing
Choose a time which:

• Is convenient to the majority of team members

• When, if possible, all members can attend.

• Will not generate any deadlines (i.e. close to the end of the working day) because deadlines may limit the time for debate and cause quick and ineffective decisions.

Purpose

• Make sure team members know why the meeting is being held

• Circulate in advance the agenda 

• Circulate any other information in advance such as minutes from previous meetings, lengthy papers (to prevent meeting time being taken up reading it)

Location

• Arrange a location, which is generally quiet and free from distractions.

• Occasionally, if the meeting requires the undivided attention of members, it might be beneficial to hold it external to the workplace, such as in a local hotel, to make contact from others outside the team more difficult.

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