There are two types of people.

Those who love to chat your ear off in meetings and those who’d just prefer to get back to work.

As the CEO of your own business, you need to contend with these two types AND your bottom line.

Learning how to structure your meetings (and how frequently to host them) is crucial to your business running smoothly, while staying in the black on the budget.

Over a decade in business, I’ve picked up a few tricks for optimizing meetings.

Here are my tips for structuring your team meetings efficiently.

Where To Have The Meeting

  • Have the team meeting on an online meeting platform such as Zoom. Video is best if possible, you will also want to screen share.

Plan Your Content + Discussion

  • Make a bullet point list of what you want to discuss, often there are miscellaneous topics and items on deck, which include time-sensitive items each week, upcoming holidays, welcoming new team members, implementing new policies. Start with the fluffy stuff.
  • New policies or core values; cover one topic each week.

Gelling Your Team

  • If people don’t know each other, introduce each team member, what they do and offer a compliment on what they do and how they do it.
  • Publicly praise each team member rotating each week so you don’t fall into favoritism. If you’ve hired strongly, each member is a highly contributing member of your team. Give your team actionable goals, not target goals, as this enhances the sense of accomplishment and shows real progress. The key here is to enroll people in your vision.

Inspire Your Team

  • Every meeting should have some sort of vision or inspiration, the ‘why’ behind the company, how you are helping businesses, how you are transforming lives or solving a problem.
  • Share a client success story each team meeting.
  • Ask the team for input on a document/tool, something you want feedback on. This is critical, and your team is smart, so ask for their guidance.  People want to feel like they are making a difference and providing value.
  • Give them a chance to ask questions about the organization.

Stick To Your Allotted Time!

  • Don’t go over unless you absolutely have to. It’s best to schedule individual or project management team meetings if there’s more to cover. If you don’t respect your time and your team’s time, this will trickle into the culture and pretty quickly, you could find yourself negotiating deadlines. Respect yours and your team’s time, and they will in turn respect yours and the clients’ time.

PRO TIP – The three (3) important components of a team meeting:

  1. Inspiration & Why (enrollment)
  2. House-keeping & miscellaneous details
  3. Getting feedback from the team to add value to your business

Like this? Check out our video here!


If you’d like to learn how to hire a rock star team and avoid the pitfalls of online hiring, check out our free report: The Top 5 Mistakes Leaders Make When Hiring Virtually here.