Clear communication is an important part of every business. Employees need to see an open and transparent decision-making process and need to be included, because many things affect them directly. That’s why many businesses hold staff meetings, also called all-hands meetings. A staff meeting is a meeting attended by the members of staff of an organization, to discuss issues related to the running of the organization.

Staff meetings are not very popular. They are often unwelcomed by employees, especially after working long days.

However, regular staff meetings are important and have such a positive impact on your business and here’s why. Staff meetings help keep everyone informed and up to date. They let you collaborate as a team by providing feedback, sharing ideas and asking questions. When staff is included in discussions and decisions of certain issues, it will be good for morale and motivation in the workplace. You don’t want to undermine staff morale, by making decisions on your own without consulting the staff. The key point is to make sure you involve staff members in the loop of a decision-making process. You can share goals and make sure every team member follows policies and procedures and knows the strategy of the company. Last but not least, staff meetings play a vital role in motivating the staff.

When and how long?

All-staff meetings are probably necessary once a month and could last a few hours, while effective business meetings such as team meetings, managers meetings and directors meetings should happen more frequently like once per 1 or 2 weeks, depending on the size and needs of the organization, and could take up to an hour.

Don’t let the meeting drag on longer than it should be. Staff meetings often tend to be more effective if they are short and punchy. Long meetings often lose focus and can get boring. This will definitely make the staff dislike them and will make them less motivated for the next meeting. Efficient meetings are short, direct and well-planned.

The staff meeting agenda

Efficient staff meetings seem to address a clearly defined need or objective, such as keeping team members informed about what’s going on with each other. Make sure you meet for a reason. If you know the reasons why you hold the meeting, you can create the staff meeting agenda. Select topics that are relevant to as many attendees as possible, or even only topics that are relevant for every attendee.

Here’s an example of a typical staff meeting agenda:

Staff meeting agenda (max 60 minutes)

  • Welcome and news (5 min). Use the staff meeting to share noteworthy news and major developments, such as a new client, project or proposal that you are working on.
  • Praise and recognition (5 min). Take the time to share achieved successes, praise outstanding employees or teams, or share positive feedback provided by clients. Recognizing a job well done will give employees a motivational boost!
  • Items from last meeting (5 min). Shortly discuss the items from the previous meeting to freshen up everyone’s mind.
  • Company goal updates (5 – 15 min). The staff meeting is the perfect time to update employees about the company’s goals and targets. This will give the staff an indication of what the priorities are for the company.
  • Employee project updates (5 – 15 min). Include time to give employees a chance to update each other about their current projects, opportunities and challenges. Take turns in sharing important things or ideas. Employees will be more engaged a positive when their ideas are sought and their opinions are valued.
  • Action items (10 min). Create clear action items. Who will do what, by when? Make a clear record of these items.
  • Stand, stretch and wish everyone a good week (2 min).

Do you want to learn more about meeting agendas? Read our blog about How to create an effective meeting agenda.

Tips and ideas for effective staff meetings

Let’s make sure you get the most out of your next staff meeting! Here are some other tips and ideas to make sure your staff meeting will be as efficient as possible!

  • Share the staff meeting agenda beforehand, so staff members can prepare for the meeting.
  • Start on time. This may seem logical, but a lot of meetings don’t start on time. If you have to wait for 5 minutes per meeting, this will add up to a lot of hours of lost productivity. Also, it can be extremely frustrating and won’t start the meeting off well.
  • Start with noteworthy news. Rather than jumping in serious stuff right away, kick your staff meeting off by sharing news, information and noteworthy items.
  • Stand up. Ok so don’t throw away your chairs, but also don’t let people come in and sit down till the bitter end of the meeting. Have people stand up once in a while. It will make the attendees more energized and engaged. They even say standing makes people more creative in brainstorming sessions!
  • Seek feedback for improving the meeting. When the meeting is over, ask employees what can be done to improve the staff meetings for the next one.
  • Take time for recognition. Make sure to take a few moments to publicly recognize people. This will make them feel valued and makes other employees aware of what he or she has achieved.
  • Throw in some games once in a while. Like a “staff quiz” or “2 truths and a lie”, so people get to know each other a little bit better.

We hope this article helps you to make your staff meetings more productive and engaging. Your staff will accomplish much more than you ever imagined!

How can GAIKU help?

GAIKU to the rescue!  GAIKU is your perfect meeting guide. A powerful web app that gives you active guidance before, during and after any type of meeting. GAIKU knows everyone’s availability and writes your meeting minutes on the spot. Sign up to join our journey to better meetings!