Staff Meetings Can Be Effective. Here’s How.

Updated: Dec 25, 2019

One of the most efficient ways to communicate with your employees is by bringing everyone together in one space. No, not necessarily a group huddle or a team night out. When it comes to aligning your team on what’s going on in the company, a staff meeting is a necessity.

While we may think of a bunch of big shots surrounding a table, this is far from reality. Your employees have every right to participate in your decision-making process. The reality of ineffective staff meetings can be miscommunication, lack of enthusiasm and transparency.

On the other hand, these meet-ups provide the perfect opportunity to sit together, share valuable information and, believe it or not, increase employee empowerment. While they might take your staff away from their desks, it’s for the purpose of building interpersonal relationships among colleagues, and improving teamwork and collaboration.

Due to encounters with poorly run staff meetings in the past, many employees feel these meetings are a complete waste of time. But, they don’t have to be. In order to make the most out of your gatherings while keeping your entire team synced, we’ve included proven ways to structure your staff meetings in a creative and productive way - along with tips on what you should absolutely avoid:

1. Set clear guidelines

There is nothing more irritating than receiving a calendar notification twenty minutes before the “most important meeting of the year.” Creating a staff meeting guideline provides your employees with an overview of:

  • What to expect

  • The frequency of the meetings

  • Who should attend

These guidelines can be sent via email a week in advance. Providing the right details will give your employees time to brainstorm and jot down points they want to raise.

Pro tip: Every week, assign a different team member to take meeting notes (see more in point six).

2. Always schedule

All-hands meeting - Monthly or Quarterly

Whether you’re a start-up of ten people or an established business of five hundred, an all-hands meeting, also known as a town hall, is necessary on a monthly or quarterly basis. These bring together all tiers of management and employees under one roof in order to provide updates and leave time for Q&As. These larger scale gatherings typically last a few hours, so it’s a must to schedule at least a month ahead. Be sure to stick within the scheduled time-frame for effectiveness, follow the agenda (see point three), and be direct.

Team or department meeting - Weekly or Bi-Weekly

Whereas all-hands meetings generally address the company’s overall efforts, team and department meetings are usually more intimate and focus on specific topics, such as achievements and updates. These meetings last up to an hour and should be scheduled on a weekly or bi-weekly basis depending on the team and department size.

schedule staff meeting calendar

Pro tip: An important aspect of scheduling is not wasting people’s time. If there are a few absences in one meeting, you may want to consider rescheduling.