No one wants to talk about meetings. That's fair, most meetings suck. Some of us spend anywhere from 35-50% of our time in them—so we understand if just hearing the word meetings makes you irrationally angry.
For starters, do they ever start on time? What about those team members that suddenly go 'ghost' and never even show up? Many team meetings are also rarely focused with a clear plan of action, so everyone ends up rambling aimlessly through a laundry list of weekly accomplishments.
It doesn't help that most of the decisions, brainstorming, and ideas generated during team meetings are often never properly turned into action items. If they're never clearly documented, then they can never be acted or improved on. Having a place to quickly document your meeting notes and be able to refer back to them is critical to making the most of your meeting time.
There is nothing worse than when a team meeting ends and you realize that you've been meeting for 2 1/2 hours, you're hungry and late for lunch, and you have NOTHING to show for it.
Many team meetings don't even need to happen in the first place.
Teams that use TipHive find that they have fewer meetings. Weekly updates and team goals? We share those on TipHive. The KPIs your Marketing team is tracking for their next campaign? Search for them, they're on TipHive. The new Changelog released by the development team? Also on TipHive, along with our Product Roadmap and Specs.
When you have all of your weekly updates, reports, and project info all outlined in one place, the meetings you do have can be more efficient, because the first half of the hour isn’t spent lolly gagging and going around the room playing catchup . Everyone is already up to speed with each other's work, goals, and roles because it’s all on TipHive.
Set your meetings up for success
For a meeting to not suck, it needs to be properly organized. If your meeting is chaotic, unorganized, and unproductive, it's going to have all of the allure of watching a train wreck. In slow motion. Everyone zones out. Stops listening. Or even skips the meeting entirely to find something better to do with their time.
On TipHive, you can make a Topic for Team Meetings, then SubTopics for your different departments, teams, or even team members. It's one place to find everyone's updates, and is a great first step towards getting your meetings organized.
This is where everyone can share and communicate around all meeting-related information: meeting agendas, meeting notes, weekly updates, reports, best practices and anything else your team needs to know. With everything in one place, anyone who missed the meeting can always catch up later, and comment to give their feedback on updates even after the meeting.
You no longer have to sit around twiddling your thumbs, or harassing your team members about their progress and the status of projects. Instead, your meetings can be used purely for problem solving, brainstorming, prioritizing and analyzing. This lets you fully maximize your face-to-face meeting time.
Pro tip: On The TipHive team, we share all of our individual updates pre-meeting, so we're all up to speed with what's happened during the week before the meeting even starts.
Stay on track!
Create some Cards to keep your meetings on track. Create a Card for your meeting agenda, where you can then outline the purpose of the meeting and meeting goals. It helps to also add exactly what your team should be reporting during the meeting, from stats, personal goals to challenges and points of discussion. Once you have a Topic for meetings, every team member can create Cards sharing their own individual updates.
Use @mentions for accountability
9 times out of 10 you've most likely been in a meeting where someone's goals, to-dos, or action items never happened. That could be for a couple of reasons: did they forget to share them with the team? If they did share them, was it in a place where they could be easily lost? Were they buried in a drive somewhere? In the bottom of an inbox? Did they mention them a week and half ago in Slack? That way its easy for team members to forget what their goals are, and makes it difficult for everyone to hold each other accountable.
Put those action points in Cards on TipHive instead! When everyone creates a Card to share their goals, to-dos, and actions, it's easy to hold them accountable with @ mentions. @ your team member on their Cards to send them notification alerts right on TipHive. In app notifications are awesome because they meet your team members where they’re already doing their work, and can lead to conversations to help them iterate further.
Unfortunately we can't make John show up to your next team meeting on time, stop Carl from falling asleep mid meeting, or remind Susan to make sure her phone's on mute so you don't have to hear her awkward ringtone again.
We CAN help everyone be more prepared for your next team meeting, and make sure it's streamlined and focused, so you can spend more time actively problem solving instead of playing catch up.
Go from this after your team meeting:
TLDR; How TipHive helps you have better team meetings instead of train wreck team meetings