Why and how do you organize a weekly meeting?

In business, meetings are omnipresent. For example, according to a 2019 Barco and Circle Research survey of 3,000 executives, they would attend an average of 10 meetings per week.

So, if the weekly meeting Is a management tool which is very important, because it makes it possible to monitor ongoing projects, to promote regular communication and to create links with teams, it must still be organized meticulously. For this meeting to be truly productive and not to become a waste of time, certain elements must be taken into account in the planning, including: the definition of objectives, the choice of format, duration, frequency, but also of the boardroom.

What is the weekly point for?

The weekly meeting, or the weekly update, is a Exchange moment essential. These meetings are an opportunity for the manager and the entire team to come together to Take stock of current projects. During this meeting, the manager can present the key points and the progress of the projects, highlight the successes or difficulties encountered, etc. Employees can, for their part, share their own insights and ask questions.

These “weekly meetings” can meet several objectives:

• Draw up a balance sheet of the past week and/or Define priorities for the coming week;
• Set clear goals to be achieved, rather in the short term;
• Track tasks in progress;
• Facilitate decision making on ongoing projects;
• Solving problems and possible conflicts;
• Distribute tasks and projects between the various collaborators;
• Maintaining relationships and team cohesion;
• Boosting motivation collective.

Even when teams don't necessarily have critical strategic information to share, organize a meeting of this type remains important for promote optimal communication within the team and with the manager. Indeed, this team meeting is also an opportunity toassess workload, of check the alignment of employees And ofimprove collaboration. Indeed, bringing a team together on a regular basis makes it possible to ensure that everyone has the same level of information, to create a space to solve problems and to help each other to achieve common goals.How to properly plan a weekly meeting?

Preparing the meeting seriously is necessary to ensure the involvement of employees in the long term. A few things should be taken into account when organizing to ensure that this weekly point is productive:

• Rhythm of meetings : as its name suggests, this meeting is mainly organized on a weekly basis. That said, the frequency can be changed according to projects and needs. There is no point in multiplying meetings when they are not necessary. Some managers may therefore decide to organize a monthly meeting or a bimonthly meeting instead to take stock, whether indefinitely or only for a certain period of time (e.g. during summer vacation when the activity is often quieter). With the help of his team, the manager can define the most relevant frequency.
• The day and time of the meeting : these meetings generally take place at the beginning of the week. In addition to defining what to focus on for the days to come, this point is an opportunity for team members to get together after the weekend and get the week off to a good start.
• Duration of the meeting : the weekly meeting must be fast and effective. Employees shouldn't feel like they're wasting time every week. The recommended average duration is 30 minutes to keep everyone focused and involved. In fact, according to the same Ifop study, 23% of employees lose track of a meeting after 30 minutes.
• Meeting location : for face-to-face meetings, they can be organized in a meeting room or, for more informal exchanges, over coffee in the break room. If a meeting must address particularly strategic elements, it may also be interesting to organize it outside the company to stimulate employee engagement. Finally, it is also possible to schedule these meetings remotely or in hybrid mode (a mixture between face-to-face and videoconferencing).

How do you structure a weekly meeting?

Here are the main steps to follow to effectively facilitate a meeting:

Communicate the agenda to participants

As the meeting organizer, be sure to inform those present about the agenda that you have set in advance from the start of the meeting. This one allows structure the meeting, to maintain a framework and to ensure that all the essential elements are addressed. He contributes to the smooth running of the meeting. You can broadcast the agenda ahead of the meeting to get the team more involved.

‍Take a roundup of moods and workload‍

Before getting to the heart of these operational meetings, it is recommended to start by going around the table to take a look at the morale of the troops. Question them, ask them how the previous week went, etc. In addition to Breaking the ice to start a meeting, it is also a way to create a link And of Remain attentive to well-being at work.

‍Take stock of current and future projects

The main objective of this type of meeting is to discuss theprogress of the various projects by mentioning in particular: the challenges encountered, any support needs, the next steps and deadlines, the objectives and indicators of success, the priorities, etc. At this stage, the facilitator must also Encourage employees to express themselves and to ask questions if necessary. Finally, take the opportunity to give constructive feedback and to thank team members: this contributes to their motivation.‍

Conclude on free topics

‍This point should also be seen as a discussion meeting. At the end of the meeting, you can spend a few minutes speaking freely. It is an opportunity to discuss different topics that may concern all or part of the team, for example: training needs, HR questions, administrative topics, company news, etc. And to conclude, do not hesitate to remind all participants that you remain available for exchange outside the framework of the meeting.

Some best practices for a productive meeting

Here's an example of a productive weekly work meeting: the whole team participates, even people working remotely, everyone is aligned on important information to remember and shared goals, and the time spent in meetings is short, effective, and constructive.But how do you go about it? There are a number of tips and best practices to ensure effective meetings. For example:

• Define clear and achievable goals : this point is crucial. Holding recurring meetings without having a specific objective would be counterproductive.
• Preparing participants : as mentioned earlier, the ideal is to share the agenda before the meeting and to specify the information that will be requested from collaborators. A few minutes should be enough for them to prepare and thus ensure that the meeting is smooth and effective.
• Use collaborative tools : if the meeting is held by videoconference for all or some of the employees, the use of interactive tools is essential to facilitate it effectively and allow everyone to participate actively (e.g.: Skype, Microsoft Teams, Teams, Zoom, Zoom, Google Meet...).
• Take notes and share the report : summarizing the key points is important to follow up on the meeting. You can name a different person each week to take notes.
• Respect the time limit : everyone's time is precious. Set a time limit for each topic to be discussed and try not to stray from the purpose of this meeting. And why not conduct this meeting from a standing position? Some teams don't hesitate to use this tip to make sure they stick to the schedule and only address the key points.
• Respect the speaking time of each participant : while making sure not to exceed the set time, it is important to ensure that everyone can express themselves during the meeting.
• Evaluate the effectiveness of the format and adjust it : After organizing a few meetings, check in with the participants to get their feedback. Evaluate the appropriateness of the format, frequency, etc., and adjust the conduct of the meeting if necessary.
• Use project management tools : the aim of this meeting is to facilitate the monitoring of projects. Using project management tools or dashboards will also help you achieve this goal (e.g.: Trello, Notion...).

Conclusion

If these steps are respected, organizing a team meeting can be a real asset in strengthening cohesion, improving communication and optimizing project management.Good to know:importance of the work environment for the smooth running of this type of meeting is sometimes underestimated. However, an adapted meeting room, in terms of comfort, equipment, environment and capacity, is essential for an effective meeting. Rent a meeting room meeting these criteria can therefore be decisive for a productive and friendly meeting.If you are looking for a room to schedule a meeting, do not hesitate to explore our spaces in the heart of Paris. Our modular rooms adapt to your needs and can accommodate different types of meetings: team meetings, management meetings, service meetings, work group meetings, training meetings, commercial meetings, or even brainstorming...Our types of rooms that might interest you:

• Boardroom
• Consumer meeting room
• Assembly hall

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