Meaningful communication is an important key feature in the success of a business or an organization. The success of a business to a very great extent depends on how well the employees and employer(s) can relate, hence the need for clear communication. The process of running a business involves the organization making new decisions, setting targets which could be monthly or annual, formulating and implementing new policies which will help in goals achievement and this requires the involvement and cooperation of the employees. Instead of this, the importance of staff meeting in every organization cannot be overlooked.
Staff Meeting
A staff meeting is a gathering or assembly were employees of an organization assemble to discuss issues related to the running and the success of the business. A staff meeting can be held for different reasons and at different schedules. Some of the reasons for calling staff meetings include:
- To discuss a firm agenda
- To discuss an important issue
- To address an emergency
Staff meetings are crucial to the successful running of a business as employees are briefed and motivated to be more productive during such assemblies. It serves as a great platform where profitable ideas can be aired. Take, for instance, a day-care school has to manage a group of children between the age range of 1-2 years, to do so successfully, the staffs need to be adequately prepared and well informed and staff meeting is the best way for this to be achieved. A staff meeting is a great opportunity to cause feedbacks and also ensure staff accountability. Other subjects that might be discussed in a staff meeting include:
- Recognitions
- Updates on departments
- Announcement of new employees
- Salary or Wages announcement
- Progress updates
- New policies
- Upcoming events
- Updates on new procedures
- Updates on new strategies
- Updates on new projects and clients
The assembly of co-workers and managers or business owners is an opportunity to build and strengthen interpersonal relationships which can further advance teamwork and also minimize the possibility of miscommunication and misunderstanding between staff. The inclusion of employees in discussions and decisions on certain issues is a great way in boosting their morales and also a source of motivation. However, it is also important to note that staff meetings can easily turn out to be boring if not properly planned and managed. Therefore, the following measures should be put in place to foster a successful meeting; these measures include;
- There should be an agenda with topics to be discussed clearly stated
- Having a Moderator
- An interactive session to encourage participation from all
- Not allowing interruption from any individua or party
- Ensuring all participants are on the same page
- Requesting for minutes of the meeting in order to save time
Having planned meetings regularly between staff helps plan purposes. It’s an opportunity to study ideas and also have meaningful group discussions to the benefit and growth of the organization. Staff meetings are undoubtedly a productive tool for making salient decisions and also play significant roles in the successful running of any business or organization, hence should be encouraged by business owners. A staff meeting is one of the prerequisites of running and owning a successful business, hence in this light, we’re going to examine some of the importance of staff meetings to businesses.
Importance of Staff Meeting
Employees and Employers sometimes see staff meetings as a time waster but in the real sense of view, staff meetings are useful in diverse ways to businesses and organizations. Having regular meetings between members of staff has a great positive impact on businesses. Staff meetings are not only beneficial to the business but also the employees. Some of the importance of staff meeting include:
- It serves as a tool for resolving problems confronting the organization
Every organization encounters problems in the process of running its business. These issues can range from financial problems to logistics, it could be within the staff or between clients and staff. It could also go beyond the aforementioned issues. However, whichever the case may be, staff meetings serve as a tool where these issues can be resolved through meaningful conversations. It is a place where ideas can be brainstormed and solutions proffered. Just like the saying “A problem shared is half solved”, sharing the problems that can hinder the progress of a business within staffs can help in the fast resolution as ideas will be shared by the members of staffs to the management body and this could lead to the end of such issue thus keeping the business moving.
- Staff alignment is ensured
The success of all businesses to a very large extent depends on the functionality of its staff. Staffs needs to be constantly reminded about the goals of the organization and likewise be in the know should in case there’s a change in policies or strategies. This way, they’re able to work in line with the company’s objectives in mind. A situation where there’s a change in organizational goal but the members of staff are not aware can cause organizational setback and failure. For a business to flourish, there has to be a uniformity of goals, that is the staff and the managers have to perform their respective duties, bearing in mind the general goal of the business, as this will lead to high productivity in the business and regular staff meetings is a great avenue where this can be achieved.
- It enhances relationship, communication and team work
The central team which is peculiar to all business managers or owners is an organizational success. No business owner wants to witness the failure of their business and a great way to ensure business success is by establishing a great relationship with the employees and this can be actualized through regular and healthy staff meetings or assemblies. Show me a successful organization and you’ll see behind it a strong bond and communication between employers and staff! Every organization has its needs and for these needs to be met, the management will have to implement and facilitate various initiatives which staff meeting is one of them. Staff meetings create a platform where values can be shared and ideas aired. This also serves as a way of reducing misunderstanding between staff as these meetings create a safe space where employees can learn about each other’s preferences, develop ideas, and feel a sense of belonging.
- It boost’s staff Morales and enhances motivation
It is safe to say that high morale in staff breeds a high level of professionalism and productivity. Great compliments from employers or managers encourage employees to be at their best and this can be done during a staff meeting. Effective and positive meetings between staff and the management can help in reducing stress levels, thereby giving room for the birthing of new and innovative ideas. This in turn increases the productivity level of staff in particular and the organization in general. It’s of great benefit for any business when they encourage their staff regularly as failure to do so can lead to frustration of employees. In this regard, it’s in the best interest of every organization to ensure that staffs morales are high as this will motivate them to bring their best in their various fields or departments.
- It enhances sense of inclusion in employees
Regular assembling of all staff to share ideas on how to grow the business or move a department forward gives them a sense of inclusion in the decision-making process and this will always want to make them bring the best ideas. This is also a great way to boost staff morale and also a way of motivating them to always do their best as effective joint efforts always yield positive results.
However, to have an effective staff meeting, there are a few rules and regulations that need to be adhered to. These rules can otherwise be known as the do’s and dont’s in a staff meeting. We’ll be addressing the things to be done and not to be done when organizing a staff assembly.
The Do’s of a Staff Meeting
For a successful staff meeting to be achieved, some things should be done and measures that are to be put in place. This will help in yielding a positive result in the staff meeting held. Some of the things to be done and measures to be put in place include:
- Having an agenda
For every staff meeting to be held, there should be an agenda. That is the topic of discussion should have been prepared beforehand and also it Should have been communicated to the staff before the day of the meeting. This is necessary as it will enable the employees to be in the know and also bring useful suggestions and innovative ideas. There can’t be a staff meeting without an agenda or a purpose for which the gathering was called.
- Problem solving
During staff meetings, adequate time should be spent in solving the problems confronting the organization. The management should give room for suggestions as to how a problem being encountered can be resolved. Every business has its ups and downs and it takes cooperative efforts from the employer and the employees to get it resolved, hence room must be made for solutions to be preferred to those problems.
- Have a moderator
Someone should be appointed to take notes of the minutes as well as the issues discussed during the meeting. This will enable the organization to have a record of the time spent and the things discussed and also enable them to share the record to all those invited to the gathering, as well as those whose presence was requested but couldn’t meet up with the meeting.
- Acknowledge accomplishments and hardwork
It is important that when a staff meeting is being held, there should be recognition of outstanding performances from staff. Hard work from individuals and various departments should be acknowledged as this will boost their morale and also encourage them to do more. This will also encourage other staff to bring their best and also other departments to do their best.
- The meeting should be relevant
Issues to be addressed in a staff meeting has to be relevant to everyone present. No one appreciates being in a place where issues discussed is none of their concern, to them, it’s a waste of their time and this might make them not appreciate and honor future staff meetings with their presence so it’s best to make every staff meeting worth the time of the attendees.
- Request for feedbacks
Feedbacks are very important to the growth of any organization. For every work assigned to an individual or a team, there’s is a need for them to give feedback to the management as this will enable them to know the level of progress attained. Through feedbacks, the needs of different departments can be communicated to the management and the progress of projects can be also communicated. Therefore, it is important to request feedbacks during staff meetings.
The Don’ts of a Staff Meeting
For a staff meeting to be adjudged as successful, some things should be avoided. These things can be referred to as the don’ts of a staff meeting. Avoiding these things will also help to improve the assembly of staff. Some of the things to avoid during a staff meeting include:
- Avoid lateness
Deliberate lateness to events and functions is a bad attitude to be avoided by all and therefore should not be brought to staff meetings as it demonstrates unseriousness and unprofessionalism this should be discouraged. Coming late to meetings should be avoided by staff and employers. If possible, everyone invited should be present few minutes before the meeting proceedings begins.
- Avoid multi-tasking
Having divided attention when a staff meeting is going on is one of the bad habits or attitudes to be avoided to have a successful meeting. Pressing of phones and laptops, chewing of gums, having side talks, sleeping, and all sorts of bad attitudes should be discouraged when a meeting is going on amongst staff and also should not be seen amongst employers as well.
- Lack of time consciousness
Speakers should be aware of time and also keep to the time accrued to them so as not to bore the audience. Time consciousness is very important in every staff meeting and therefore should be adhered to. Some speakers are of the habit of spending more time than expected on one topic, repeating things that have been said before and they end up boring those in attendance which is unprofessional.
- Avoid long lectures
To make staff meetings successful and effective, long talks should be avoided. Every speaker should stick to time and give room for suggestions and ideas by the staff. Staff meetings should be more of an interactive session so that everyone present can have that sense of inclusion. Hence after every lecture, there should be room for contributions, suggestions and development of ideas.
- Appear unprepared
The agenda or topic to be discussed should have been received beforehand, hence the attendees should have received the memo and prepare it for them to be able to make useful suggestions and bring ideas that are relevant to the issues discussed. Anyone can be called upon for suggestions, therefore in order not to be caught unawares and not be able to say anything, hence adequate preparations should be made before the meeting date.
Effective staff meetings play important roles in the growth of every organization. From solving problems to motivating staffs and so other many benefits and the rules and regulations for every staff meeting to be successful should be adhered to. Therefore, every organization should make it a habit of organizing regular staff meetings and put the necessary things in place for it to succeed. Staff should also be encouraged to be present during staff meetings as it is beneficial for the growth of the business. Here is the summary of things to take note of when organizing a staff meeting:
- Have an agenda and make preparations for the meeting. Also, ensure everyone to be in attendance have idea of the purpose of the meeting.
- Divided attention should not be found among attendees of the meeting. Everyone present should be conscious of the topic(s) being discussed during the meeting and all forms of distractions should be avoided
- Members of staffs should be punctual to the meeting in order to have the meeting as scheduled.
- Meaningful contributions would help in resolving issues, therefore there should be room for staffs to have a say on issues being discussed.
- Someone should be designated to take notes of minutes spent, topics discussed and contributions made to enhance the sharing of the notes to everyone, including those who were not present.
- Managements should request for feedbacks from staffs or team leaders to measure the progress of the teams and in same manner recognise hardwork and accomplishments.
- Ensure every meeting is worth the time of everyone in attendance.
