DorlandHealth

Using group time to build and strengthen teams

Necessary evil. Time vacuum. Serial productivity killer.

Negative feelings about meetings are common for many reasons. Most of us spend too much time sitting in too many of them, feeling the pull of tasks, email and voicemail piling up while nothing meaningful transpires. From the weekly department gathering to the annual corporate offsite, the critiques are remarkably similar.

Generally speaking, I’m in the less-is-more camp. But given that meetings are and will remain part of our corporate identity, how can we make them matter more?

The most effective meetings serve two purposes. Making progress toward satisfying clearly articulated objectives is the more obvious, but sadly often-unachieved purpose.

On a higher level, however, effective meetings, held for almost any reason, can serve another powerful role: team building. Done right, meetings — especially those regularly scheduled — can make your workgroup, division or company
a better functional unit. There becomes a multiplying effect, making each subsequent gathering better than the last, with benefits to individuals extending far beyond the walls of the conference room.

Planning a successful event can be an overwhelming experience. Where do I start? How do I budget? What type of location? The list goes on and on. Whether you are charged with developing an event independently or with a committee, consider these items to help you navigate through the initial development process.

What is the reason for the event?

Do you want to discuss workflows, a common topic, or diverse areas? Does your audience have learning needs? Or is it a combination of various items? Answering these questions will help you develop a good base to move through the process. If the reason for the event is not clear, readdress those who are requesting an event. Without direction, planning and marketing the event will be a ponderous ordeal.