What Are the Important Types of Meetings?

If you believe you’re attending more meetings than ever, it’s because you’re.

In the mid-Covid workplace, more meetings we go to have grown. When we’re at our homes or in an office setting, we must be aware of the various types of meetings we’re involved in.

Meetings can be a great way to share information, collaborate and come up with solutions in a group regardless of the location we are working from. Meetings are a chance to brainstorm techniques to come up with new and fresh ideas.

The problem is that the majority of meetings nowadays are not efficient. According to Doodle’s State of Meetings report, professionals waste 2 hours per week in meetings that are not worth their time. This article will discuss an overview of the different types of meetings and explore the ways to use each to the extent that busy managers can start delving into their method of managing meetings to put their meetings to use, improving their company’s efficiency, productivity, and profits.

What Is the Purpose of the Meeting?

• The English saying goes, ‘horses are for courses,’ and meetings are no exception. They are integral to business life. However, it is important to pick the appropriate type of meeting to fulfill the specific needs. Like a game like chess, where the various pieces are involved in the various phases of an overall strategy, various types of meetings have a significant role in different business fields.
• But, meetings are often not properly managed, and the type of meetings commonly used don’t serve their use. Many of us are used to attending several meetings. Moreover, very few leaders receive the proper training required to tackle the management of meetings specifically. This could be the reason why many are struggling to run meetings effectively.
• The art of managing meetings is crucial for establishing competitive advantages, and the first step in overcoming all disciplines is to comprehend the nuances of it. Because meetings are so widespread and time-strapped for executives, it isn’t easy to devote the time to understand the specifics of different types of meetings and their purpose.

The various types of meetings: formal vs. Informal

Before we get into the details of different types of meetings, there’s a key difference that we must begin with: formal and informal. 

Most gatherings fall under those casual gatherings in contrast to what most people believe. However, formal gatherings occur less often; however, they can have the most impact. Let’s come up with a definition of a formal gathering:

The term “formal” refers to a meeting of two or more persons that:

* Replaces the goal of achieving a united and stated goal

* Takes place on the time, date, and time, and site

* Follows a clearly defined agenda for the meeting.

* The meeting minutes are recorded to recount discussions, votes, and actions.

So, an informal meeting is any gathering between two or more persons who cannot meet all the above requirements. As a result, you’ll observe that the vast majority of business gatherings that are held are informal meetings and are contrary to the common wisdom.

Important criteria to take into consideration

Intent

What’s the objective behind this meeting? Are you simply gathering to come up with ideas, or do you want the group to reach an agreement? There’s a stark distinction in the goals, which means you’ll need to think differently to conclude then you would if you just sat around doing some brainstorming.

Participants

The roles that individuals play within an organization and their interactions with each other will influence the way they interact. Are the participants in the meeting close friends? This group dynamic could aid in cooperation toward a common objective. If you have an event that involves two distinct groups, there could be tension to be able to resolve before you can move forward.

Size of the group

The size of the group may not alter the overall purpose of your meeting. However, it can affect how and where you run it. For large-scale meetings, for instance, there may be a need for an approach to ensure that all voices are heard. If the gathering is large enough, you might want to consider organizing it as a webinar instead of an in-person event.

Remote or in-person

Meetings that are held remotely can be disconnected from the intimacy that is inherent in conversations in person. If you’re planning to run your meeting online, you’ll need to consider the logistics involved in getting everyone connected. Also, make sure that the participation requirements are clearly stated at the start.

7 different Types of Meetings

When conducted properly, every gathering we attend has an important function. Let’s learn about some crucial types so that we’ll know the best way to run them properly.

Let’s take a look at each one in more specific detail:

1. Decision-making Meetings

1. A decision-making meeting is a group effort facilitated by an individual leader.
2. According to McKinsey, the typical meeting comprises 6-8 people and includes a planned agenda that defines the decision to take.
3. The people involved are the key decision makers or experts in the subject. For instance, deciding about a new hire may only involve certain employees, such as hiring managers.
4. To conduct an effective decision-making session, the participants should be aware of the process by which they will make their decision.
5. If the group cannot reach an agreement within the 60-minute timeframe, the team will put it up for a vote, or the main person who makes the decision will take it. Knowing beforehand what the process will take to get constructed will help avoid wasting time.
6. Another crucial aspect of meetings for decision-making is gathering information. It is important to ensure you have all the information to make the most informed decision.

Examples:

* Choosing an employee who is a new hire

* Making an employer branding change

* Operational changes such as the reduction of size or sizing

* Final approval of the design

2. Problem-solving Meetings

1. The purpose of a meeting to solve problems is to determine the best solution to a problem the business faces.
2. In determining the best strategy, two heads (or more heads in this instance) are better than just one. The Harvard Business Review article explains that successful problem-solving sessions require participants to join forces and develop as many possible solutions.
3. When the goal is met, the team members must decide who will be the one to implement the most effective solution. This task can be assigned to a single person or distributed between a group of team members.
4. An effective problem-solving meeting cannot be completed without understanding the root of the problem. 

Examples:

* Operational issues

* Problems with Productivity

* High employee turnover

3. Team-building Meetings

1. Team building sessions are designed to increase teamwork, trust, and cohesion. Improved collaboration between employees can lead to increased productivity and employee happiness.
2. A team-building event will create a fun and engaging atmosphere through games or team-building challenges. This is an excellent occasion for leaders or organizers to be involved and build more bonds with their team members.
3. Since more and more employees work from home, virtual team-building sessions are becoming more and more crucial. They’re a method to connect and build relationships with employees working from home who may be lonely from their colleagues and their organization—engaging with remote employees can keep company culture and morale from declining.

Examples:

* “Virtual board” games

*  Challenges for virtual teams

* Lunch and learning

* Internal Talks at TED Talks

* Team outings

4. Brainstorming Meetings

1. Brainstorming sessions are meetings for innovation. Participants must come up with innovative and fresh ideas.
2. In these meetings, the team members function as equal contributors or under the direction of the facilitator. These brainstorming sessions are not rigid and allow teams to “think large” and unlock their creativity. Through a variety of methods of brainstorming, such as the mind map, participants apply their thinking abilities to come up with new ideas or even new products.
3. Meetings that generate ideas are most effective when teams have a diverse group of people. Diverse perspectives can aid you in coming up with more ideas, help identify possible blind spots, and help to develop more creative solutions.

Examples:

* Product development

* Creation of ad campaigns

5. One-on-one Meetings

1. A one-on-one conference is a gathering between two people. It is scheduled to serve the purpose of.
2. For instance, it could be a performance review between a manager or their employee or a meeting between a sales representative and their customer.
3. Although you do not have to adhere to an agenda in an individual meeting, keeping a list of things everyone needs to discuss is the norm. In other words, the meeting is not structured and flows like normal conversations.
4. Based on Microsoft Workplace Insights, One-on-one check-ins have grown by 18% since the outbreak. Their study found that frequent contact points create a sense of connectivity and enjoyment for employees who work from home.

Examples:

* One-on-one sessions every week

* A new employee’s introduction

* Review of performance for the quarter.

* Mentoring or coaching session

* Sales meeting with clients

6. Planning Meetings for The Quarterly Period

1. Every three months, groups work together to implement the business’s long-term and short-term goals.
2. As with decision-making and problem-solving meetings, only participants will implement the plan. Participants are expected to participate and be committed to implementing the plan.
3. Although the meeting format may differ, most meetings are managed by the head of the team, which assigns tasks to every participant.
4. The quarterly planning meetings can be a fantastic method to monitor your team’s progress to keep members on track. They also provide a great opportunity to reflect on the past quarter and review what needs to be done next.

Examples:

* Strategic plan

* Plan of the project

* Campaign or event plan

7. Check-In Meetings

Check-in meetings are among the most popular types of meetings. Organizations frequently hold these meetings for a variety of reasons:

* Communicate updates to the project and the progress

* Ensure that everyone fulfills their duties and obligations

* Get employee feedback

* Talk about any challenges or achievements, or even ideas

* Plan the next steps

In a weekly team cadence session, employees inform their managers and the team about their progress each week.

Check-ins are becoming increasingly crucial as more and more employees work from home, and they aren’t directly under the direction of their managers. Regular check-ins ensure that remote workers are well-informed and that their goals align with the rest of the team.

Examples:

* Meetings to update the status of the project

* Client check-in meetings

* New employee check-in for onboarding

* Weekly check-ins with one-on-one meetings

• Weekly meetings with the team

* Project debriefs

How do you plan efficient meetings that bring worth to the team you work with

• The frequency of gatherings has increased significantly since the epidemic started. Another Microsoft report states that the time for meetings per week has nearly doubled due to the growth of the hybrid workplace.
• With fewer opportunities to meet at work, meeting online is an excellent way to stay informed, socialize, and exchange details.
• When your employees attend various meetings types, making each meeting as efficient and effective as possible is essential. Without this, they could adversely affect your team’s morale and productivity.
• Before you start planning your next meeting, think about this question: is it really necessary to have a meeting, or is it better to use an email? For instance, if the meeting isn’t required for discussion or decision-making, transmitting certain information is best accomplished through email.
• According to an earlier Monkey survey, three-quarters of the employees believe “this meeting could have been an email” most of the time. This is a common feeling when meetings are ineffective and too frequent.
• If you do have to organize an event, each meeting should be worth every second of your time and your staff members’ time.

Here are some ideas to help you arrange more effective Meetings:

1-Create a clear plan

• Before sending an invitation to a gathering, be sure to know the reason for the meeting. What’s the objective? This will allow you to determine the kind of meeting you need to hold and who should be attending.
• When you’ve set your goals, your meeting should adhere to a specific agenda to ensure that each minute is utilized effectively.
• A study by the technology company Barco discovered one-third of the time spent in meetings is wasted due to discussion of things that don’t fit with the purpose of the meeting. The meeting agenda should reduce the amount of time spent on subjects that aren’t pertinent to the discussion.
• Without a clear framework, meetings could quickly turn ineffective.

2-Beware of inviting more than one or two attendees

Decide which team members have to attend the meeting and make sure that they make sure that you don’t crowd the meeting. For example, a meeting that is a decision-making meeting should be limited to only the most important stakeholders.

It ensures that all who are required to attend will have an opportunity to participate and have their voices heard.

3-Make sure everyone is at the correct time

The survey by Barco also revealed that 11 percent of meetings are wasted waiting for people to arrive. In the Doodle’s State of Meetings report, the fact that people arrive late is among the most significant reasons to make a great meeting a disaster.

Get your meeting started promptly and stress the importance of keeping punctual for your staff members.

4-Keep it brief

Make sure that the meeting is not longer than it should be. 

Microsoft found that the best time to hold an employee meeting is less than 30 minutes. They gradually moved employees into shorter meetings to boost their productivity and get away from time-consuming meetings that impact employees’ happiness.

5-Make sure the team is focused

The meeting facilitator should ensure that the participants are well-prepared and focused. For instance, if one participant in the group is always using their mobile during the discussion, then the group leader should be able to intervene.

Participating in the meeting with accountability ensures that there is no waste of time, and everyone benefits from the best of the event.

What types of meetings could be improved within your company?

• There are many types of meeting leaders who are responsible for planning.
• Everyone is crucial to the team’s performance, from weekly team huddles to more formal meetings. Knowing the significance of each and knowing how to manage it effectively is vital to cut down on unnecessary, time-consuming meetings.
• Begin working with Bookngly to boost the efficiency of your meetings. This will help you create lasting change in your organization.

Conclusion

If you now have an in-depth understanding of these typical types of meetings and how they function, you’ll be better equipped to conduct these meetings efficiently. Keep in mind that planning is the key to productivity, and the more creative meetings you can plan, the more your team will understand that meetings are a great way to make the most of their time.