Team meetings are one of the best opportunities to create alignment and visibility across an organization.

If organizations with smooth and effective team meetings are more likely to be efficient and productive in other areas too, the opposite is also true. When run poorly, these business meetings can be a big waste of time. That’s why it is critical to have clear communication about the meeting's purpose, agenda, goals, and what outcomes are expected.

A well-organized meeting has a solid meeting agenda. Because team meetings are usually recurring (weekly, monthly, quarterly, etc...) you should invest in creating an agenda template that lists out common agenda topics. That way you can always be ready for your next meeting.

Holaspirit offers a powerful platform for managing your meetings. You can:

Establishing meeting goals

It's important to define what results you hope to achieve in the meeting to maximize productivity. Examples include: to get progress reports on projects, to solicit ideas from your team, to make governance decisions...

It’s up to you to define the exact details of your objective. The important thing is that the objective is clearly defined, documented, and communicated.

Populate Meeting frameworks with Templates

There are 3 meetings templates integrated in Holaspirit to guide you in conducting your meeting's rituals:

The inner contents of your meetings will likely include many of the same elements. Rather than adding these elements manually to each new meeting, you can create a template:

  • In Administration > Meeting Templates, click the button Add a meeting template button. For the title, enter a name for your template, such as “One-on-One Meeting.”

Add a Meeting template

Needless to say, clear meeting steps keeps your meeting focused, efficient and productive. Select the meeting steps of your meetings and order your meeting flow.

Add activities

Productive meetings typically conclude with assigned activities.

Upon adding an Agenda step, you can define them clearly and hold assignees accountable.

You can create activities such as:

  • New action

  • New checklist

  • New metric

  • New project

  • New OKR

  • New Tension

  • New governance activities (including Role/Circles, restructuration, election, policy)

Use the Custom step to take notes during the meeting.

You can also add a custom step to your template as a dedicated space for the meeting’s official notes. They’ll remain accessible for reference perpetually in the Reports section. For each meeting, you’ll likely want to identify an official note-taker or secretary.

Common items for Custom steps include:

  • Updates. Individuals or teams briefly share progress, obstacles, and achievements.

  • Positive highlights. Big wins and milestones recently accomplished

  • News. New information that has surfaced including customer feedback, market influences, and industry news

  • Decisions. Topics for discussion where the group should decide on a path forward.

  • Main takeaways. At the end of the meeting, review major decisions that were made.

Practice using your template

Having created your template, you can quickly open the framework for any meeting.

From the Meeting module, open a meeting and click the name of your template.

With the template in place for each upcoming meeting, you’ll populate the purpose and agenda. You can then circulate the meeting among attendees to review beforehand.

Read also: How to create meeting templates

We're willing to extend this part to other use cases, and eagerly look forward to working with the Holaspirit community to make this framework a powerful resource for working self-managed teams. You can reach out to [email protected] or send us an in-app message to request new integrated templates.

Nailing the logistics

Well-run meetings start on time. That means all attendees must be set up.
With Holaspirit, it's easy to share all your meeting variables with them.
Any circle members can schedule new meetings, set meeting's frequency and duration. Make sure to add a location or videoconference link to your meeting.

When meetings have been scheduled in advance, members of the circle can even synchronize the meetings to their personal Google, iCal or Microsoft calendars so they don’t miss anything.

Prepare for the meeting

Everyone attending the meeting should be prepared. The best meeting agendas are collaborative, allowing all attendees to contribute to it. This allows attendees to enter the meeting prepared, and having their objectives met - leading to shorter, more engaging meetings.

During meetings, anyone can add their own issues to the meeting agenda. Additionally, it allows you to prepare your tension in advance to maximize meeting efficiency.

As the meeting goal is communicated in advance, circle members can prepare their tensions beforehand and add their own issue to the meeting agenda - making sure anyone has the opportunity to bring up the things they need to discuss.

Everyone can decide to make their agenda items public to others before the meeting starts. Each member can simply attach their tension, create new one on the scheduled meeting. You'll get a better sense of the meeting discussions and are able organize the meeting agenda in advance.

Assign and track follow-up deliverables

Gathering everyone together for a meeting takes resources and logistics commitments. To make it worth the effort, attendees need to leave with clear action items and an understanding of how their assigned action item helps to reach larger goals. Holaspirit allows you to define the outcomes of the meeting to stay productive, thus ensuring critical next steps happen.

If activities have been defined, meeting secretary can create them in real-time, assign in to circle's members and ensure they are managed for follow-up.

Share detailed meeting minutes with your team

The end of a meeting means a decision was made, a conclusion was reached, or ideas were generated. In any case, those decisions, conclusions, or ideas must inform your next steps.

Meeting reports are centralized and shared in Holaspirit in the Reports page. Reports capture and share meeting insights to keep your team aligned and make sure others in your company will benefit from the information discussed in your meeting. Each steps of the meeting is automatically saved to save you time!

Meeting recap is sent to all circle members at the end of each meeting by email. You can even connect your circle's meeting information to your company communication tool such as Slack or Talkspirit.

With the help of strong meeting agendas, productivity goes up and disengagement drops.

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