215
50
Improving
Team Meetings
PURPOSE:
1. To learn the factors involved in a successful team meeting.
2. To assess the current strengths of your team meetings.
3. To develop a plan for improving your team meetings.
GROUP SIZE:
Works best with an intact team of 4 to 12 people. The activity can be
adapted to a team training workshop for a larger group.
TIME:
2 hours
PHYSICAL
SETTING:
Conference table with chairs for a session with an intact team. The
room arrangement for a training workshop will depend on the size of
the group.
MATERIALS:
Copies of The Team Meeting Survey form.
PROCESS:
1. Prior to the session, ask each team member to complete the form.
Summarize the results and prepare a report for use at the
session.
2. Distribute the results. Discuss and clarify the results.
3. Identify the key items that need to improve. Develop a series of
action plans to address the key items.
4. Summarize the meeting and next steps.
VARIATIONS:
1. Revise the Survey or use only a portion of it.
2. The facilitator can observe a team meeting and include his or her
observations in the diagnosis.
3. Use the results as a basis for training sessions on specific aspects
of a team meeting.
50 Activities for Team Building
217
The Team Meeting Survey
Please think about the meetings your team conducts. Using the following scale, assess
the extent to which these statements are true:
5 Almost Always
4 Often
3 Sometimes
2 Rarely
1 Almost Never
Statements
Almost
Always
Often
Sometimes
Rarely
Almost
Never
1. Meetings are held only when necessary.
1 2 3 4 5
2. Effective use is made of non-meeting methods
(e.g., conference calls).
1 2 3 4 5
3. There is an agenda for the meeting.
1 2 3 4 5
4. Participants receive the agenda prior to the
meeting.
1 2 3 4 5
5. Agenda topics are sufficiently clear and specific.
1 2 3 4 5
6. Each agenda item specifies the time allocated
to it.
1 2 3 4 5
7. Each agenda item specifies the person
responsible for it.
1 2 3 4 5
8. The meeting notice includes the time the
meeting will end.
1 2 3 4 5
9. The meeting notice specifies the pre-work
required for the meeting.
1 2 3 4 5
10. The agenda specifies the action required on
each item.
1 2 3 4 5
11. Only the necessary and appropriate people
attend the meeting.
1 2 3 4 5
50 Activities for Team Building
218
Statements
Almost
Always
Often
Sometimes
Rarely
Almost
Never
12. Where possible, meetings are scheduled at the
best possible time (i.e., time of day, day of
week).
1 2 3 4 5
13. A sufficient number of breaks are built into the
schedule of long meetings.
1 2 3 4 5
14. The right number of people attend the meeting.
1 2 3 4 5
15. The room arrangement is appropriate for the
purpose of the meeting.
1 2 3 4 5
16. Prior to the meeting, the room is checked to
ensure the arrangement is acceptable and the
equipment is in working order.
1 2 3 4 5
17. Participants do their homework and come
prepared for the meeting.
1 2 3 4 5
18. As appropriate, outside speakers and other
resources are invited to the meeting.
1 2 3 4 5
19. Effective use is made of presentation equipment
(e.g., overhead projector).
1 2 3 4 5
20. The meeting is opened with a brief statement of
the purpose and review of the agenda.
1 2 3 4 5
21. The meeting starts on time.
1 2 3 4 5
22. As appropriate, the agenda serves as a guide for
conducting the meeting.
1 2 3 4 5
23. Members are encouraged to participate in the
discussions.
1 2 3 4 5
24. Effective use is made of questions to clarify
ideas; bring out opinions; and in other ways,
manage the discussion.
1 2 3 4 5
25. Differences of opinion are explored and resolved
effectively.
1 2 3 4 5

Get 50 Activities for Team Building, Volume I now with the O’Reilly learning platform.

O’Reilly members experience live online training, plus books, videos, and digital content from nearly 200 publishers.