Last updated on Jul 4, 2024

Here's how you can conduct team meetings and ensure productive discussions with best practices.

In emergency management, effective team meetings are crucial for coordinating efforts and ensuring quick, decisive action. To optimize these gatherings, you need to employ best practices that foster productive discussions. Whether you're preparing for a potential crisis or debriefing after an event, these strategies will help you conduct meetings that are both efficient and effective, ensuring your team remains well-informed and ready to tackle the challenges ahead.

1 Agenda Setting

Before any meeting, it’s essential to establish a clear agenda. This should outline the topics to be discussed, the order in which they will be addressed, and the time allocated for each item. An agenda helps participants prepare for the meeting and keeps the discussion on track. Make sure to distribute the agenda well in advance and encourage team members to suggest additional items if they feel something critical is missing. This preparation ensures that all necessary topics are covered and that everyone comes to the meeting with a clear understanding of what will be discussed.

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Jacob Sargent

Senior Emergency Manager | CWMD | Critical Infrastructure Protection
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Meetings can be springboards for ideas or something each member of your team dreads. Beyond having an agenda, make sure the meeting needs to take place. Before you establish any recurring tax on your teams’ time, make sure the agenda is something you can see spurring meaningful conversation six months from now.

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2 Role Assignment

Assigning roles can greatly enhance the structure and flow of a meeting. Designate a facilitator to guide the discussion, a timekeeper to ensure the meeting stays on schedule, and a scribe to take notes. These roles help maintain order and keep the meeting running smoothly. Each role should be filled by someone who understands its responsibilities and is prepared to perform them effectively. By having team members take on specific roles, you also encourage active participation and shared ownership of the meeting's success.

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3 Ground Rules

Establishing ground rules is a critical step in setting the tone for constructive dialogue. These rules might include no interruptions, respecting differing opinions, and keeping discussions on topic. Ground rules ensure that all participants feel safe to express their thoughts and that the meeting environment is conducive to open and honest communication. It's important that these guidelines are communicated at the start of the meeting and that all team members agree to adhere to them.

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4 Active Listening

Active listening is a vital component of any productive meeting. Encourage team members to listen attentively to others, ask clarifying questions, and provide feedback when appropriate. This practice not only ensures that all voices are heard but also fosters an atmosphere of mutual respect. When team members feel their input is valued, they are more likely to engage fully in the meeting process, leading to more comprehensive and well-rounded discussions.

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5 Decision Making

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6 Follow-up Actions

Concluding a meeting with clear follow-up actions is crucial for maintaining momentum. Assign tasks with specific deadlines and identify which team members are responsible for each action. This clarity helps ensure that decisions made during the meeting are implemented effectively and that progress is tracked. Follow-up also provides accountability, as team members will know that their contributions during the meeting have led to tangible outcomes.

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Richard H.
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Make sure you publish the action list along with meeting minutes and who has what roles and responsibility with the follow-up actions. Continuously up-date the action list as task are complete and send reminders to those who need to action them. This keeps your group active and those needing to do the task accountable to the group and leadership. Ensure all actions are closed off timely or understand why they are not and how the team may be able to assist them.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Dan New

Advanced Paramedic at HSE National Ambulance Service
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Briefly summarise everything covered at end of meeting, invite any questions to ensure everyone is clear. Thank everyone for their time, energy, focus and input.

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Here's how you can conduct team meetings and ensure productive discussions with best practices.

1

2

3

4

5

6

7

1 Agenda Setting

2 Role Assignment

3 Ground Rules

4 Active Listening

5 Decision Making

6 Follow-up Actions

7 Here’s what else to consider

Emergency Management

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Here's how you can conduct team meetings and ensure productive discussions with best practices.

1

2

3

4

5

6

7

1 Agenda Setting

2 Role Assignment

3 Ground Rules

4 Active Listening

5 Decision Making

6 Follow-up Actions

7 Here’s what else to consider

Emergency Management

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