Jon: How was the meeting?
Bob: Well… the donuts made the hour-long meeting value it. Otherwise, I wouldn’t trouble to go.
Do you go to meetings for the donuts or for the conversation?
Most corporations invariably have one (or more) morning meetings, and we regularly find them annoying and disruptive to our every day routine or tasks at hand.
Meetings are considered essential for moving what you are promoting forward through sharing information, solving problems, reviewing performance, making decisions and planning projects. They can even help to foster team constructing and inclusivity.
Nevertheless, meetings are often seen as dull events that could be dreaded by everyone…including the organizer.
Additionally they cost the corporate good money.
The National Statistics Council says 37% of worker time is spent in meetings, and 47% of employees consider too many meetings to be the largest waste of time on any day – greater than social media or email.
As a frontrunner, how will you turn your meetings from “dull and dreaded” to “energized and effective”?
31 morning meeting activities to energise your team
Listed here are few morning meeting activities you’ll be able to do to run engaged and productive meetings for all attendees:
1. Start at an odd time
As an alternative of the standard 9 a.m. morning meeting, start your session at say 8:48 a.m. Having an unusual start time is helpful in helping attendees remember a gathering time.
The brain may associate regulation with “boring” and “predictable” so, if the time is altered from the regular 8:30 or 9 o clock meeting to something just a little more off-beat, it’s going to not only help attendees keep in mind that odd time, but additionally not associate the meeting with “dullness”.
Also if you say 8:48 a.m., start right on dot. Don’t wait if the senior most person isn’t present. Set expectations together with your team beforehand so that you simply all expect to begin the meeting on the appointed time.
Don’t allow latecomers to attend or higher yet have a silly consequence for late attendees!
When meetings start on time, they usually tend to finish on time. Also they are normally more productive and allows the meeting to unfold quickly and effectively.
2. Break the ice with fun icebreakers
Use the primary 10 minutes as a social mixer or icebreaker. Asking your team how they’re doing and starting your meetings off with an icebreaker and a few small talk can do wonders to your relationship.
TeamBuilding has an awesome list of icebreaker questions you’ll be able to try.
For instance, everyone could be asked to say one interesting thing they did over the weekend or brag about one accomplishment at work. They will even share a funny incident that happened to them or of their department because the last meeting.
As an alternative of taking turns going clock-wise or anti-clock clever across the room –make it much more interesting by playing catch-ball.
To play catch-ball:
- Everyone stands in a circle.
- You’re taking a rubber ball and throw it randomly at one person.
- He/she shares his weekend experience or funny incident after which throws the ball to a different random person.
- Not following any pattern makes it lots more fun!
Sometimes people miss catching the ball…and that results in some laughs too!
That is a fantastic solution to set a relaxed and fun mood to morning meetings that are generally perceived as serious, mind-numbing events.
The “catch-ball” technique will also be done virtually with online spinners, dice, or just having people talk within the order that they entered the group chat.
3. Start with a pop-quiz
Preferably, pertaining to the subject of the meeting. This not only wakes up all participants, it also sends a message that everybody must be prepared for meetings. They need to have read the knowledge and notes sent prior to the meeting and understood the agenda thoroughly.
That is a fantastic method to make sure productive and effective morning meetings where you’ve gotten everyone engaged and participating.
4. Try a crazy location
This may add a component of fun and reignite originality. As an alternative of “Conference Room #5”, try “Picnic Table #2” out behind the office constructing – or selected an area coffee shop. It’s amazing what an easy change of venue can do to your team’s productivity and creativity.
You’ll be able to even steal a novel meeting location idea from mobile game publisher “Genera Games”. They hold their meetings on the basketball court, shooting hoops, and brainstorming while they play a fast, pick-up game. This also enhances cohesion and cohesiveness while giving an energy boost to team members.
Should you are on a distant team, try giving your team members a challenge to all go to the identical variety of environment like a Tim Hortons, or a more general requirement, like an area coffee shop. This will even help your distant staff to get out of the home and have a fresh mind by changing their scenery. This might also allow distant staff to find an area venue that they’ll discuss to the remainder of the team, at your meeting.
5. Have some food fun
You could have skipped a hearty breakfast to attend the early morning meeting, but this fun food game will handle your rumbling stomach.
Ask one member of the team to bring a brand new and different form of bread to every meeting (You may have to ask them prematurely). Rotate this responsibility to every member of the group. You possibly can even vote on the most effective “bread winner” of the month.
For distant teams, try having a virtual pizza party or sharing a meal with the team whether it’s one team member’s breakfast and one other team member’s time for dinner. Eating throughout the meeting could make for interesting conversations and add a more light and friendly feeling to your discussions.
6. Play it out
An incredible solution to be sure that everyone seems to be awake and alert during “morning meetings” is to begin with an easy game or brain teaser. This also lets the creative juices flowing.
One interesting game mentioned by Dave Gray in his book Gamestorming: A Playbook for Innovators, Rulebreakers, and Changemakers is the “Anti-Problem”.
On this game, meeting attendees are asked to discover ways to resolve the issue opposite to their current problem. For instance, if the goal is to extend footfalls on the retail store, then the person has to resolve the anti-problem: How you can reduce footfalls on the retail store?
The aim of the sport is to get people to take a look at an issue from a wholly opposite perspective. Taking a look at things in a different way sometimes makes you aware of the particular issues which are contributing to the true problem. It also enables you to think about “out-of-the-box” solutions.
This is only one example of the form of team activities for work that can have a positive ripple effect on employees across your organization.
7. Play an improv
An improv is a type of theatre by which most or all of what’s performed is unplanned or unscripted, and is created spontaneously by the performers.
Get your meeting attendees to do an improv – whatever feels fun and exciting for them. It could possibly be for as short as 10 minutes.
This sounds silly, but hear me out: the more playful the environment is, the more your team will feel relaxed and comfy sharing thoughts with each other.
It can open your minds and prepare the team for more traditional brainstorming. The result could be a deeper dive to resolve issues with increased creativity.
Also, becoming more comfortable and silly will increase team constructing and foster an open and welcoming environment.
Improv and role-playing will also be done virtually, and may result in some hilarious conversations between team members. You can even turn this right into a fun solution to problem-solve, if there are any issues that have to be addressed at work – allowing your team members to act out scenarios they’ve faced with clients, for instance, can allow team members to each observe the situation in a different way and see the situation from multiple perspectives.
8. Toss some balloons
One other fun solution to brainstorm on problems is to get the attendees to put in writing ideas to a given issue on a chunk of paper (one per sheet), fold the paper and put it inside a balloon.
Then blow up the balloons, toss them around for 30 seconds after which let each member can catch one balloon. Allow them to come out the concept sheet from their balloon and construct on that concept.
Using one other person’s idea to construct an answer results in creative and productive outputs.
Virtual teams can even do that activity using anonymous surveys and permit contributors to read out suggestions and concepts, without disclosing who got here up with each suggestion.
9. Stick ideas on-the-go
Line the partitions of your meeting room with different problems statements like “How can we improve the standard of XYZ?” Or create an internet mind map for distant staff to contribute to.
Give meeting members a “sticky” notepad, and ask them to put in writing down solutions to every of those problems. Or, give them access to the web mind map and have all of them contribute solutions to the given problems.
Having the entire questions and solutions visible, in a big space, is a fantastic solution to see an enormous wall/ screen of ideas, where everyone has contributed. This promotes team constructing and demonstrates a way of collaboration inside the team.
10. Set the agenda of the meeting
Setting a transparent agenda to your morning meeting is important for several reasons.
First, it gives a transparent purpose and intending to the meeting. This helps invitees to find out how essential it’s for them to attend they usually can prioritize their work accordingly.
Second, knowing the subject of a gathering gives attendees time to organize basic ideas that results in a productive discussion or debate.
Next, without knowing the aim of the meeting, people can get side-tracked and issues or discussions concerning the company could be hijacked by random discussions about Netflix movies and debates about who deserved to win that dance or singing competition that aired the night before.
Prepare agenda items (not greater than 3-5) and send it to the attendees the day before the meeting. Agenda items must be narrow, focused and time-bound. Example: “Social Media Strategy-Quarter-hour”.
11. Send invites out early
Distribute an in depth invitation at the least three days before the meeting.
People need time prematurely to schedule their plans, with the meeting in mind. Especially if you happen to are working on a distant team, all members are working with different timelines and time zones.
Last-minute meeting invites are inclined to result in unproductive meetings or result in late or absent team members.
Give team members enough time prematurely to plan accordingly.
12. Assign roles
Use the agenda to assign roles and what contribution – suggestions, ideas, and proposals – you expect from each participant. The best meetings are interactive, where everyone gets involved and participates.
You can even use this chance to assign responsibility to anybody person of the group (a unique one every time) to get bread, or arrange an internet mind map.
This increases anticipation for the meeting which works a great distance in increasing attendance and engagement.
13. Send documents somewhat than have a bunch reading session
If there are reports or notes than have to be reviewed prematurely send them to the attendees early enough so that each one attendees can actually read them.
Otherwise, your meeting will turn right into a “reading session” which is able to not be a productive use of anyone’s time.
14. Invite only relevant people
All of the fun and games and pre-planning can be effective only when team members who’re relevant to the subject of dialogue are a part of the meeting.
Employees who are usually not required to be a part of any discussion can grow to be disruptive, and drag conversations off-track. Additionally it is a waste of company resources to have employees attend meetings where they don’t or can’t contribute.
15. Buzz people
To be certain that meetings don’t go “off-agenda,” have a policy where participants can “buzz” anyone who tries to bring any issues not pertaining to the subject of the present meeting.
These topics could be noted down for future discussions or meetings. You need to use a table buzzer or simply say the word “buzz”. This system is particular effective if you’ve gotten someone who likes to hijack meetings.
16. Have a ‘no distractions’ policy
Ask participants to refrain from using phones during discussions unless it’s getting used to take notes.
Ideally, it’s best to also refrain from making presentations. Meeting must be a spot for brainstorming and decision making, not a PowerPoint show.
You ought to talk WITH employees not AT them.
17. Get donations
To forestall distractions from ringing of the mobile phones – that could cause a snag in a meetings’ productivity – keep a policy that anyone whose phone rings must make a donation to a charitable foundation.
That is an all-round win-win if your organization already has a nonprofit organization that they donate to.
18. Reiterate agenda details
Initially of the meeting reiterate the precise agenda of the meeting. This helps attendees focus their attention and understand what’s required of them.
Many employees attend back-to-back meetings, so it’s helpful when the agenda is repeated. The meeting organizer also needs to make it clear what decisions have to be made or what actions have to be taken by the tip of that meeting.
19. Coax participation
To make sure effective participation, don’t dominate the discussion. Be positive about all inputs. Also, state that participation is paramount from all attendees.
Normally every meeting has few individuals who typically don’t speak up. To interact them within the decision-making processes, write few questions related to the meeting agenda on the board or within the group chat before attendees arrive.
Then ask everyone has to put in writing their answer on a Post-It note and place it next to every query – or submit it to the group chat in a numbered order. This process must be done before any discussion starts on the agenda to get everyone’s thoughts out in public.
20. A contemporary-day ‘talking stick’
One other solution to increase participation is to have a small token, say a poker chip or a talking stick, given randomly to an individual to talk.
After that person has shared his idea, he passes it to a different one that has yet to receive the chip.
Randomization helps to maintain the participants’ attention and everybody gets to talk.
A virtual talking stick could be made through the technology of the mute button – force everyone to mute their mics while another person is talking. This enables the person talking to talk without interruption. Then, by any unconventional method, take turns speaking by allowing each team member to speak individually before opening up the discussion to the whole distant team.
21. Get everyone on the identical page – team solidarity
For essential issues ask each participant’s thoughts and restate what has been implied by the entire group before jotting down the ultimate decision.
You need to use various online tools to jot down notes after which lets attendees add their very own comments to those.
22. Keep an hourglass or timer
That is more fun if you happen to can get an egg timer. Designate a timekeeper.
Agree how long will a subject be discussed and when the time is up, the timekeeper get to shout “Time!” which is the signal to maneuver on to the subsequent topic.
Imposed time constraints often boost creative output.
23. Keep it not-so-formal
Ensure that that attendees know they could leave when the meeting turns to affairs not relevant to their roles in the corporate. Having them stay for irrelevant discussions is draining for them and damaging to your organization’s productivity.
Nevertheless, each member should leave in a way that doesn’t completely disturb the opposite members within the meeting. In an internet chat, an easy typed message stating “heading out – consult with you all soon”, or slipping out of an office with an easy wave, is a fantastic solution to acknowledge your team without disrupting conversation.
24. Setting a specific meeting space
Make sure you not only know when the meeting is going on, but where.
Whether you’re meeting in a board room, a café, or on a specific online communication software like Skype or Google Hangouts, ensure that you tell your attendees exactly where the meeting is being held.
This may eliminate any last-minute madness where attendees have arrived only to search out no meeting room available. Also be sure that that the meeting space suits the variety of attendees and work to be achieved.
You need to use Google Calendar to decide on a specific meeting room if you send out invitations.
25. Get the tech in place
Check whether the meeting room/ online platform accommodates all technology and equipment needed for a gathering. These technologies can range anywhere from whiteboards, markers, projectors, screens, to video calling equipment, screen-share applications, or somewhere in between.
Do a fast run-through and test every little thing out before the meeting begins, to avoid wasting time throughout the meeting.
26. Hold short meetings
Don’t set meetings which are longer than 20 or 50 minutes. The utmost period of time that produces productive discussion on one topic is about an hour. Meetings that last for greater than an hour, are inclined to be unproductive.
27. Hold stand-up meetings
For weekly (routine) sales/marketing updates try a 10-minute standing meeting. Everyone stands up at some stage in the meeting.
If you need to have transient meetings, try this method. It also tends to get people physically moving which brings more energy to the meeting. Furthermore, when persons are standing they’ll get to the purpose faster.
28. End it on time
While you start on time, it’s best to ideally have the opportunity to finish on time. If you’ve gotten scheduled a gathering for 30 or 60 minutes, make it a habit to shut it at the tip of that point.
That is equally essential to be certain that discussions don’t drag on endlessly and decisions are made. If people know the meeting goes to finish at a particular time, it’s going to drive higher meeting behavior by all involved.
Quick announcements of the time remaining at regular intervals can even help maintain a correct meeting pace.
29. End it early
If all decisions have been made, please just go ahead end the meeting early. Let people get on to other things. Getting back to work is more productive than sitting in a conference room and chatting. Ending meetings early can also be an indication of a scientific, effective and productive team.
30. Keep a Q&A session
Use the last 10 minutes of the meeting for quick Q&A. Initially, nobody can have any questions, but be patient. Should you wait a minute without attempting to fill-in the awkward silence, normally some questions will come out. These questions at all times find yourself being very useful.
31. Boost concentration
Lastly, arrange for glucose-based drinks during your morning meetings or invite your distant team to sip their coffee or energy drink as they chat online. This increases concentration and willpower which is important for effective discussions and decision making.
Engaged meetings result in creative brainstorming sessions and productive decisions. While most employees dread morning meetings, modern leaders can find ways to make meetings fun in addition to productive.
Bonus activities:
Should you prefer more team constructing to have interaction the team, Outback has some incredible virtual team building activities and even virtual trivia games for teams.
You’ll be able to try the ultimate virtual escape room experience or the virtual happy hour trivia. These activities are a lot and are guaranteed to have interaction the entire team.
Should you are after a fast-paced game that may get your teammates going, try At The Races.
Divided into small teams, you can be betting, training and sabotaging horses to win probably the most money at the tip of 6 races. Careful, it will possibly get pretty hectic! (no real gambling involved)
Arsenal for good meetings
Tools could make a difference between boring meetings versus effective working sessions where good decisions get made, persons are engaged and leave with a transparent sense of purpose.
One interesting tool you’ll be able to consider is Less Meeting. This can be a paid online app with features like agenda setting, a countdown timer that prompts you to maneuver on to the subsequent topic as time becomes short, and a “parking zone,” where you’ll be able to jot down topics which are value discussing later.
When you’ve built the agenda, you’ll be able to send it, together with every other related files, to the people it’s good to attend your meeting within the invitation. It also has collaboration tools so that you may hold meetings with distant attendees. Less Meeting also connects with and syncs with Outlook and Google Apps.
Once the meeting is over, the app also gives you a concise list of motion items, meeting minutes and notes, and more to send out to everyone who got here. It can even get feedback in your meetings so the subsequent ones are higher.
Now that the way to run meetings were the participants are engaged and lively so that you simply get a productive output, it’s vital to ask yourself a very important query:
Is that this meeting crucial?
Many corporations think they must have meetings as a way to be productive.
They fill their schedules with infinite meetings – status meetings, strategy meetings, staff meetings, meetings about meetings.
Locking your employees in meetings all week long doesn’t get more work done. Back-to-back meetings or too many meetings only end of creating staff exhausted, frazzled, and frustrated.
Moreover, too many unnecessary meetings dilute the importance of those few meetings which are actually essential!
Ensure that meetings don’t dominate your team members’ calendars.
Wondering if you happen to should call that meeting? Take into consideration these to get a fast answer:
- Should you can get the knowledge you seek through a fast email or phone conversation with one or two people, then you definitely needn’t call a bunch meeting.
- If information must be disseminated, an office memo or email works higher than calling 10 people to the conference room.
- Should you need opinion from a bunch of people, send a questionnaire before you arrange any meetings, where each respondent can provide their ideas. Individual opinions are sometimes more creative/ effective than group opinions.
Meetings are only effective if you require interaction and input from multiple people during brainstorming, problem solving, or decision-making processes.
Make it occur
Recently I met the CEO of an organization which has implemented two unusual practices to make sure meetings start on time and end on time: Whoever is available in late for a gathering has to sing and if the meeting runs over the allotted time, the last person talking has to do 10 pushups.
The CEO said that each the policies have been so effective that they rarely get the chance to make anyone sing or do pushups lately!
Plan and execute your meetings with the proper policies and they’re going to truly be priceless and productive, somewhat than an entire waste of time. Try these morning meeting activities and your morning meetings can actually be something that your employees sit up for, somewhat than dread!
What other suggestions do you’ve gotten for holding engaging morning meetings? Let me know within the comments below.
Amara writes for TimeDoctor.com, a software designed for tracking hours and optimizing productivity for distant staff and distant teams.