6 types of team meetings you need (and 3 you don’t) (2023)

If you’ve ever sat through a too-long/boring/pointless team meeting, you know a meeting is just as likely to be a total time suck as it is to be a productive gathering of the minds. According to a recent survey from the Harvard Business Review, 71% of senior managers said meetings are unproductive and inefficient.

Meetings are an essential part of doing business. Yet with so many types of meetings—whether it’s an onboarding meeting, a brainstorming session, or a status update—figuring out which are actually productive and which aren’t can be challenging.

We asked two experts—David Chaudron, an organizational psychologist and the managing partner of consulting firm Organized Change, and Erin Baker, a psychologist, leadership coach, and former corporate leader for brands like Facebook—for their insights into which team meetings are the most effective and how to make sure the time you spend in them makes you more productive, not less.

Here are six types of meetings you need to maximize employee productivity and get more done, along with three that you definitely don’t.

Types of team meetings everyone needs

Let’s start with the sit-downs that are going to give you the most meeting bang for your buck—the team meetings you actually need to get things done.

Onboarding meetings

When you hire someone new, that person has got a lot to learn if they want to become a go-to player on your team, and onboarding meetings are a solid place to facilitate that training.

When an employee comes on board, there is a lot to learn about the company and their role,” says Baker. “Onboarding meetings can be great for helping people understand the organization’s structure, what projects are coming up, how their role and work will fit into the broader picture, and to set early expectations for what the person should do in their first few weeks and months.”

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Not only do onboarding meetings help new team members learn how they fit into the big picture, they help to start the relationship with both their managers and the wider company on the right foot.

“[Onboarding meetings] signal to the new employee that the company cares about them and is invested in ensuring they have a smooth transition into the workplace,” says Baker. “It’s also a great place for a manager to share what will make their relationship effective over the long term.”

Getting new hires up to speed: The onboarding meetings that matter

Onboarding your new hires is a must—but chances are you’ll need more than one meeting to get them up to speed. Here are a few team meetings you should plan to schedule for your new team members to make sure they have everything they need to succeed in their new role:

  • 1-on-1s: On your new hires’ first day, schedule one-on-one meetings with any key team members they’ll be working with, including direct managers, team leaders, and internal subject-matter experts.
  • Meet the team: Within the first few days, it’s also important to schedule a meeting for your new hires to meet and greet their new team. While any meeting format will work, a more casual environment, like a team lunch, can make your new team members feel more welcome.
  • Tools training: Schedule a time to train your new team members on any tools, systems, or software they’ll need to know to do their job.
  • HR, Operations, and Facilities: It’s important to get your new hires up to speed on the logistical side of your business as soon as possible, including human resources, operations, and facilities.

Brainstorming meetings

Businesses run on new ideas. If you want to keep the river of ideas flowing, brainstorming meetings are a must.

“Brainstorming meetings are designed to generate a lot of ideas over a short period of time—and they’re critical if you’re trying to solve a problem or achieve a goal,” says Chaudron.

The key to successful brainstorming meetings? Keeping the focus on ideas, not on the outcome.

Chaudron says brainstorming meetings should welcome ideas “without having to judge them right then. Figure out what works and doesn’t work after you do the brainstorming. It’s important you have a separate [meeting] just for the brainstorming itself.”

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Kickoff meetings

If you’re rolling out a new project or initiative, you need your team to know about it. A kickoff team meeting is a great place to fill them in.

Kickoff meetings are effective for several reasons, says Chaudron. “People have to know what the long-term goals of the [project] are going to be so that they can align themselves properly. They really need to know their part in it, [and] you need to get their buy-in. The buy-in is particularly important so they can be enthusiastic about whatever is going on.”

Feedback and retrospective meetings

It’s important to have a kickoff meeting when you’re starting a project, but if you want your team to really learn from their experience, it’s just as important, if not more so, to have a retrospective team meeting when that project wraps.

“No project ever goes perfectly,” says Baker. “Retrospective meetings are a great opportunity for people to come together to talk about what went well, what didn’t go so well, and what will be changed for the next project.”

Budget and financial meetings

There can be a lot of communication issues around money, which is why it’s important to make financial team meetings a regular part of your rotation.

“[Finances are] usually where the real tension is,” says Chaudron. “You’ve already agreed upon what has to be done—now you’ve got to figure out who is going to pay for it and when.”

For budget and financial meetings to be effective, it’s important to get everyone crystal clear on:

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  • How much money you’re going to spend
  • What the money is being spent on
  • What kind of return you can expect on your investment

Having everyone on the same financial page will minimize conflict in the future, keep spending under control, and help keep surprises to a minimum.

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Types of team meetings your team definitely doesn’t need

OK, so now that you know which meetings are going to produce results, let’s talk about meetings that might do the opposite—and have you spinning your wheels without actually getting anywhere.

Status update meetings

In order for teams to succeed, it’s important for everyone to be in the loop on what everyone else (and the team as a whole) is working on. Thanks to technology, though, there’s zero reason to gather everyone in the same room at the same time to talk about it.

Status updates are ineffective team meetings, says Baker. “A round-robin of what people are working on can be handled over email or a collaboration tool.”

Because status updates can deliver key insights on where projects stand, where they’re headed, and any potential issues that need to be addressed, they are an important part of any team’s workflow—but instead of spending the time and energy getting everyone together to share updates in person, it’s much more effective to set up a digital channel for periodic check-ins.

Meetings without an agenda

“Oftentimes people will schedule meetings but not be clear [on] what they want to get out of it,” says Baker. Scheduling a meeting without a clear agenda or expectations is a surefire way to waste your and everyone else’s time.

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If you want to have an effective team meeting, you need to know exactly what you’re going to cover during the meeting and what you want to get out of it when it wraps. Ideally, meeting outcomes should be tangible and measurable; so, for example, if a meeting’s agenda is to discuss possible ideas for a new product launch, the outcomes (or, in other words, what you want to get out of the meeting) could be:

  • A list of the top 10 potential product ideas;
  • A list of research assignments for each of those product ideas (and who on the team is responsible for each); and
  • Deadlines for when the research assignments are due

And this holds true for all meetings. Being clear on your agenda and expectations is equally important when you’re headed into a 50-person brainstorming session or having a one-on-one sit-down with your manager or the CEO.

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In-person meetings as a default

When most people think of team meetings, they picture a bunch of people sitting around a table in a conference room. While face-to-face meetings still have their place in a productive meeting rotation, the truth is, a lot of meetings don’t actually need to happen in person.

Instead of defaulting to in-person gatherings, look for opportunities to go virtual with meetings. Not only do virtual meetings typically take less time and energy to set up,but they also make it more accessible and inclusive for team members who can’t be physically there, like remote workers or team members who work from other offices.

Going virtual also allows the entire team meeting to be recorded, which can be helpful in a number of situations, such as if a key team member can’t make the meeting in real time or if the meeting includes a training you want to share with new team members in the future.

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The right types of meetings save time

Team meetings can be a waste of time, but as long as you stick to the meetings you actually need, you can keep time-wasting to a minimum and get more out of your meetings as a result. To make sure your meeting falls under the productive umbrella, it’s best to:

  • Set a clear agenda for the meeting—and make sure everyone is on board. What are the key talking points? What are you planning to discuss? Is there any prep work the team needs to do beforehand? Knowing what you’re going to cover in the meeting ahead of time can help to ensure that everyone is prepared and that you use your time efficiently and don’t get off track.
  • Know your desired outcome. Are you looking to gather ideas? Do you need to get a budget approved? Do you need to assign out a month’s worth of projects to key team members? Get clear on what you want to get out of the meeting—and then make sure you don’t leave the meeting without it.
  • Find the right medium for your meeting. Determine if the meeting needs to happen in person or if you can manage all (or most) of the meeting virtually.
  • Define clear next steps and owners. Soon after the meeting, circulate a tidy summary that clearly outlines the next steps and who is responsible for them, with details on what they have to do, when they have to do it by, and how it contributes to the overall project.

May these tips help you meet more purposefully and inspire more productivity in your day-to-day work.

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FAQs

What are the 3 types of meeting? ›

Three kinds of meetings
  • Information. This is a meeting where attendees are informed about what is happening (with or without their blessing). ...
  • Discussion. This is a meeting where the leader actually wants feedback or direction or connections. ...
  • Permission.
4 Mar 2009

What are the 4 types of meetings? ›

There are communication meetings, monitoring progress meetings, team meetings, and problem-solving meetings.

What are the 3 P's for meetings? ›

By applying the three P's—purpose, people, and process—you can get back some of that most precious of resources: your time.

What is an 03 meeting? ›

For agencies, a One-on-One (O3) meeting is a pre-planned, semi-structured conversation with each of your direct reports. Although they may touch on current projects, they're focused on relationship-building rather than a status review. The goal is to connect with your employees, so they feel seen and heard.

What is a 3x3 meeting? ›

The 3x3 Meeting Method is a step-by-step guideline to help you take over the driving seat in your meetings. Become naturally accepted as leader of the meeting by other participants. Drive the meeting into the direction you want to go and generate the best results for you.

What is 3W in meeting? ›

for those of you who don't know it yet, the 3W is an abbreviation of What, Who and When. It's more like a summary of the action items need to be follow up from our meeting.

What are 5 5 5 meetings? ›

In EOS we call this the 5-5-5. Once per quarter, starting with the leadership team, everyone who manages people schedules a quarterly one-on-one conversation with his/her direct reports. It's best to do this offsite over coffee, breakfast, or lunch—and more importantly, to be free of distractions from the office.

How many types of meeting are there? ›

Meetings can be of various types based on formality, purpose, use, legality, participation, and more. Types of meetings are; formal meetings, annual general meetings (AGM), statutory meetings, board meetings, and informal meetings.

What is the most common type of meeting? ›

The 6 most common types of meetings
  • 6 most common meeting types. ...
  • Status update meetings. ...
  • Decision-making meetings. ...
  • Problem-solving meetings. ...
  • Team-building meetings. ...
  • Info-sharing meetings. ...
  • Innovation meetings. ...
  • The takeaway.

What are the 6 types of teams? ›

6 types of teams in the workplace with teamwork examples
  • Functional teams. Functional teams include members of the same department. ...
  • Cross-functional teams. ...
  • Self-managed teams. ...
  • Troubleshooting teams. ...
  • Project team. ...
  • Task-force teams.

What are the 7 types of teams? ›

There are seven types of teams: – Project Teams, Operational Teams, Virtual Teams, Self-Managed Teams, Problem Solving Teams, Informal Teams and Leadership Teams.

What are the 6 things at least we need to think about when preparing a meeting? ›

The 6 Qualities Meetings Need to Have to Be Effective
  • Meetings shall have a meeting leader. ...
  • All meetings should have a stated purpose. ...
  • Meetings should be shorter, instead of longer. ...
  • Meetings shall have an agenda. ...
  • Participants shall come prepared to the meeting.
18 Aug 2017

What are the 5 Ps of effective meetings? ›

Whether time in team meetings is time well spent or time wasted depends on the five Ps: purpose, planning, preparation, participation and P.S. A meeting needs to be the best way to use the hour or so it takes.

What is the purpose of 3Ps? ›

The 3 P's stand for Purpose, Process and Product. They are, in short, the reason why, the how and the what next of every meeting agenda, formal correspondences, project plans and every other type of problem-solving that you may encounter at work, at home, in your volunteer activities or in your lifelong learning.

What is meant by the 3 P's? ›

Before the advent of the internet revolution, the three Ps — people, process, product — were all tangible objects that you could literally put your hands on. Processes involved small- or large-scale pieces of equipment linked together into assembly lines, inventory management, and other essential functions.

What are the 3 P's of leadership? ›

The requirements of a leader are guided by three performance factors: Professional, People and Pioneering (3Ps), according to a research conducted by Willis Towers Watson.

What are the golden rules of meeting? ›

Our five golden rules for successful meetings
  • Make sure you invite the right people. ...
  • Plan the meeting carefully. ...
  • Time the meeting carefully. ...
  • Set the right tone. ...
  • Follow-up the meeting properly.

What are good team rules? ›

10 ground rules for teams
  • Treat everyone with respect. ...
  • Communicate openly. ...
  • Give constructive feedback. ...
  • Treat customers, coworkers and managers equally. ...
  • Celebrate each other's accomplishments. ...
  • Address conflict as soon as possible. ...
  • Be time efficient. ...
  • Acknowledge everyone's work.

What is effective team meeting? ›

A team meeting should be something the employees look forward to each week — a place where they can share their concerns, share ideas, ask questions, get valuable information, and feel that they are part of the overall process. 80% of your weekly meetings should be spent solving problems.

What is a checklist for a meeting? ›

List decisions that must be made during the meeting. Include space for meeting notes, next steps, and task assignment in your agenda. Create an agenda and share a link to it in a calendar invite. Select the appropriate meeting participants and send the invite.

What is a GMT meeting? ›

The GMT Meetings are held every month, as soon as the previous month's financial statements are ready. The GMT Meetings are designed to: - Define your company plans and goals. - Measure and monitor your plan-versus-actual results. - Create action steps to ensure goal achievement.

What is a DB meeting? ›

DB Meeting means the meetings between the DB and the Parties to address the issues, differences, disputes and such other matters as provided in this Protocol; Sample 1.

What does PPO stand for in meetings? ›

The three letters are P P O and they stand for; Purpose, Process and Outcomes. In my view, when planning a meeting it should have a published PPO or POP as it is sometimes referred to. Publishing a PPO will ensure that everyone is clear about the Purpose or reason for the meeting.

What is a 10x10 meeting? ›

The 10/10/10 Rule is a very simple structure for One on One meetings: 10 minutes for the direct report. 10 minutes for the manager. 10 minutes for the week ahead.

How do you get a 3x3 team on Microsoft? ›

How to activate the 3×3 Grid View in Microsoft Teams. Activating the 3×3 Grid View in Teams literally could not be easier – because you don't have to activate it at all. Instead, now that the feature is live, it'll kick in by default for any meeting with more than nine attendees who have their cameras enabled.

What is the best meeting size? ›

In 2018, Robert Sutton, a professor of organizational behavior at Stanford University, looked at research on the ideal group size and concluded that having five to eight meeting attendees was the most productive.

How do you facilitate effective meeting mention 3 things that are needed? ›

Seven tips to help you facilitate an effective meeting
  1. Know your role and own it. ...
  2. The agenda is key. ...
  3. Logistics matter. ...
  4. Respect the rules. ...
  5. Respect the culture and the code. ...
  6. A three-part process to getting through any agenda item. ...
  7. Deal with the difficult people.
8 Aug 2013

What are three techniques to effectively lead a meeting choose 3? ›

How do you run a meeting effectively? The best meetings are highly organized ahead of time. Define a clear objective, create an agenda, and send both out with your calendar invites. Be sure only to invite relevant team members and keep the meeting time as brief as possible to retain engagement.

What is a quarterly meeting? ›

A quarterly meeting schedule is four times a year, either at the start or the end of each quarter. Quarterly meetings are also sometimes called: Quarterly planning.

What are the purpose of meeting give at least 5? ›

A meeting is where a group of people come together to discuss issues, to improve communication, to promote coordination or to deal with any matters that are put on the agenda and to help get any jobs done.

How do you give a good boss quarterly conversation? ›

Every leader should have a Quarterly Conversation with each direct report every 90 days.
...
In detail:
  1. What's working? Ask about what's going well. ...
  2. What's not working? What could be better? ...
  3. Feedback. How are you doing as a manager? ...
  4. Next steps?

What are the most effective meetings? ›

An effective meeting brings a thoughtfully selected group of people together for a specific purpose, provides a forum for open discussion, and delivers a tangible result: a decision, a plan, a list of great ideas to pursue, a shared understanding of the work ahead.

What are meetings and its types? ›

▶ A meeting is a gathering of two or more people that has been convened for the. purpose of achieving a common goal through verbal interaction, such as sharing information or reaching agreement. ▶ Shareholders meeting. i) Statutory meeting. II) Annual general meeting.

What are some meeting ideas? ›

8 super fun staff meeting and event ideas
  • Themed party. Host a themed event to really take your next team meeting to another level. ...
  • Innovation session. ...
  • Virtual happy hour. ...
  • Virtual game night. ...
  • Lunch and learn. ...
  • Virtual escape room. ...
  • Movie and popcorn night. ...
  • Virtual coffee date.
16 Nov 2022

What is a good meeting structure? ›

An effective meeting agenda clearly states meeting goals and discussion topics. It is written in a way that helps team members get on the same page, before, during, and after the meeting, providing all necessary information to set the team up for success.

What are the five keys for leading a meeting? ›

Simon Zryd
  • State the Purpose of the meeting and how it is related to the Organization's Goals. ...
  • Masterpiece your Agenda. ...
  • Appoint a Leader. ...
  • Attendance. ...
  • Identify Next Steps.
31 Aug 2017

What are top to top meetings? ›

Essentially, a top-to-top meeting – also known as a strategic alignment meeting – is a sales strategy where a top management executive from one company sells directly to a top management executive from another company.

What are the 7 stages of event planning? ›

Planning an Event? Don't Forget These 7 Steps
  • 1) Visualise the event.
  • 2) Draw up a budget.
  • 3) Develop a timeline.
  • 4) Put the plan into action.
  • 5) Double-check the project plan.
  • 7) Evaluate the event.
30 Mar 2015

What are the 8 parts of a meeting agenda? ›

What are the Different Types of Meeting Agenda?
  • Name of the participants.
  • Introduction to the meeting agenda.
  • Presentation on the task/project.
  • Progress review & updates on action items.
  • Cross-collaboration (open discussion)
  • Answering questions from participants.
  • Next steps & action items to complete before the next meeting.
23 Dec 2021

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