Meetings: While they may be a productive way to gather your association’s team, they might come with a bad stigma behind them.
When many of us think of meetings, we think of correlating words that aren’t exactly pleasant: long, boring, tiresome, and frustrating. In fact, many of us out there may dread attending meetings and look for ways around them.
So, if you want your association’s staff to look forward to your meetings while also creating a productive environment, there are some things to consider.
Your staff meetings don’t have to be a looming cloud over your day. You can find ways to amp them up and get your entire team on board for a productive meeting.
Let’s go over a few tips, tricks, and strategies to get your staff meetings on the right track.
If you want any meeting to run smoothly and be a quick process, organization is key.
Coming into your staff meetings with a schedule in place is a great way to keep everyone on task and accomplish your goals at a much faster pace. It’s also a great way to hash out exactly what you’re looking to cover in your association’s meeting.
Before your staff meeting starts, be sure to define exactly what you’re looking to cover with a meeting outline.
To do this, you can create an outline based off of your own goals or tasks you’re trying to accomplish. Sit down and brainstorm different aspects of your association that you’d like to work on and see if you can’t create sub tasks to discuss within your meeting.
Another way to help create your meeting outline is to ask your association’s team what they’d like to cover.
Most likely, your staff has problems or questions that they need answers to. If you can bring them up at your meeting, not only are you creating a full meeting schedule and taking care of their questions, you’re also bringing all of your staff together. This gives you a handful of great minds to work together and create solutions for each other.
Keeping an organized meeting schedule can help you breeze through your meetings, making them less of a commitment and more enjoyable for all of your association’s staff.
Make time a priority
Meetings take time out of the day- not just for you, but for your entire staff as well.
With that in mind, you don’t want to waste any of that time. We know how important saving time is for associations, so you shouldn’t have any more time taken out of the work day than absolutely necessary.
To avoid this happening, be sure to make attendance and being on time a priority at every single meeting.
Waiting around for all of your staff members to show up can waste serious time that could be spent doing other productive activities. You don’t want showing up late to become a habit. It’s up to you to let your staff know that attending your meetings on time isn’t an option- it’s a requirement.
However, you also don’t want to be too aggressive. You want your staff to look forward to these meetings as a place to open up and share. If you scare them off with serious punishments, you run the risk of making your meetings a source of unpleasantness.
So, it’s important to find a solution that drives members to show up on time while also keeping them engaged with your meetings.
There are a few different tricks you can try for this. For one, you can try to implement a rewards system for the staff members who show up on time the most frequent. Or, you can offer up a prize for the first staff member to walk through the meeting door.
Conversely, you can also create light-hearted consequences for those who arrive late to meetings.
For example, you could make the last person in the room have to stand in front of your staff and sing a nursery rhyme. An activity like this is something that poses no real threat, but that your staff will be sure to miss out on (making them all come on time!)
If you’re an association that holds weekly meetings, it can be hard to remember everything covered within a week’s worth of time. Or, if you hold meetings that last 30 minutes or longer, you may lose track of all that’s been said.
But if you actively practice taking notes during your meetings, you can make sure you have every single detail from each meeting saved up to revisit in the future.
Often times, it’s hard to see exactly what kind of process is being made during meetings. There are multiple ideas being thrown around and various topics visited. You may end up leaving your meeting feeling like nothing has been accomplished, no matter what has been discussed.
But by taking notes, you know exactly where your staff stands on the topics at hand. And better yet-it will even help you remember small details about your meetings in the future.
As mentioned before, your notes should be taken by hand. Although it may be convenient to take notes digitally, it can actually distract you from the topic at hand. In fact, a study reported by NPR states that taking notes by hand can actually help people take in information instead of just copying it down.
If you want to make sure your tasks get achieved and you keep track of your meeting progress, taking notes is something you should consider adopting.
Catch staff up shortly after
Once a meeting ends, it can be easy to forget everything that just happened. In fact, your association’s team may walk away and not revisit your meeting agenda until the next meeting.
So, how does your association combat that?
By sending out meeting minutes promptly after your meeting, you can remind your members of the goals that you’re looking to achieve and show them all of the work that was done in the meeting. You can also present them their role in the meeting, presenting them what they should work on before your next meeting.
You can also take the opportunity after the meeting to publish your meeting notes and records for your staff to all have access to.
This is an easy way to get everyone on your team on the same page without having to constantly remind them of your meeting happenings. If they have access to your meeting records, they can constantly check in on the status of your goals and work towards progressing those goals each and every day.
Don’t let your staff meetings bring down your association team’s day. Use these tips to amp up your meeting and get your team on board in the future.