Assessing Team Meeting Effectiveness
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This document provides an observation guide and checklist for evaluating team/department meetings. It includes sections to assess how the meeting is opened, how the leader facilitates the meeting, the quality of communication among members, how differences are handled, and an overall rating of the meeting process. The observer is asked to provide comments on strengths and areas for improvement.
Assessing Team Meeting Effectiveness
- 1. Team/Department Meeting Observation Guide and Checklist Team:____________ Auditor: (if different from leader) Type of Meeting: Date:_______________ Information Sharing Leader:_____________ Problem Solving Status on projects Stated Objective of the Meeting: Cross Dept. Communication Goal Setting Other:_______________
- 2. Opening of the Meeting: Within the first five minutes is the... Purpose or objective clearly stated and acknowledged by the group? Agenda reviewed (i.e., process steps, time frames)? Responsibility for meeting roles (i.e., scribe) clarified? Comments about how our meetings are opened: Leadership: The leader of the meeting: Seems prepared Presents ideas clearly Solicits participation Enforces ground rules Keeps discussion focused and on track Ensures that ideas and actions were captured Calls for a decision when appropriate Summarizes frequently Transitions between agenda items Clearly restates decisions & action items Clearly states next steps Comments about how are meetings are led:
- 3. Communication Among Members: As members interact they... Are clear and direct in their communication Speak directly to one another Invite reactions to their ideas Maintain eye contact Ask one another questions Build on one another’s ideas Acknowledge one another’s ideas Express support for others Restate or paraphrase one another’s ideas Exhibit respect for one another Comments about the quality of interpersonal communication: What helped or hindered effective communication? Handling Differences Among Members: When members disagree they... Acknowledge the differences of opinion Explore the different views Try to surface underlying needs and interests of the members in conflict Restrain from escalating behaviors (i.e., personal attacks, taking sides) Engage in problem solving Solicit other members’ ideas on the issue Achieve a resolution or clear next steps to achieving one Keep the discussion focused on the problem vs. blaming people Maintain respect for one another Comments about the handling of conflict: What helped or hindered the resolution of differences?
- 4. Overall Meeting Process: Rate the following on a 1-5 scale. Summary: Based on your observation of this team’s meetings...What are the strengths that help make their meetings effective? What recommendations could you make to the team for improving the effectiveness of their meetings? 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 Meeting start late Members straggle in Purpose and agenda are vague Members have personal or hidden agendas Some participate, others don’t A few people exert all the influence Discussions stray off track Leader expected to make meeting effective Ideas are lost or ignored Little or no summarization Decisions are fuzzy Action items are left unclear Next steps are vague or unstated No meeting critique Meetings drag on Meeting start on time Members are present Purpose, agenda, & roles are clear Members are committed to agenda Involvement is high Participation & influence are balanced Discussion focused and on track Members help make meeting effective Ideas are captured Discussion is summarized often Decisions are tested for commitment Action items are clearly stated Next steps are clear Members critique the meeting Timetable is achieved