Effective team meetings email protocol
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Effective Team Meetings & Email protocol. Matthew Bryan. Problem statement and its reason. Overproduction & rework. No able to solve all issues in timely manner. Current state. Ideal state. Lack of issues resolution in timely fashion

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Problem statement and its reason
Problem statement and its reason

Overproduction & rework

No able to solve all issues in timely manner

Current state

Ideal state

Lack of issues resolution in timely fashion

  • Too many meetings and a little productive time after all meetings

  • No follow up on action items discussed from previous meetings

  • No clear agenda and decision making after team meetings

  • Not right people are involved in the team meeting

  • Lack of effective and timely communication due to

    • A huge amount of waiting time for making decision

    • Even old issues are not resolved and suddenly new issues come up

    • Overloading of people

    • Unmotivated participants.

Team meeting structure


Team meeting structure

  • Objectives

  • Anticipated outcomes



  • MoM

  • Action Items

  • Accountability

  • Follow-up plan

  • SWOT Analysis

  • Agenda

  • Establish Norms

  • Participants

  • Type of meeting

  • Pre-Planning

  • Pre-Work

  • Debrief last meeting

  • Stick to Agenda

  • Problem solving approach

  • Involve every participant

Input to team meeting

Before organizing a meeting, organizer needs to conduct following steps.

Situational analysis: Organizer clearly needs to state what are the strengths, weaknesses, opportunities, and threats (SWOT Analysis) so this meeting should be organized.

In order to address these threats or to avail these opportunities what should be the objectives of the meeting.

Create an Agenda correlating with the objectives.

Develop meeting process that suits best for your type of meeting.

Build evaluation into your planning at the beginning

Input to team meeting

Define meeting objective

Meeting objective types following steps.

Information Transfer

- impart/transmit information


- Discussion to action plan/idea


- to make decision yes/no

Characteristics of objective (SMART)






Define meeting objective

Help the participants to understand the expectation from a meeting

Find out what people want to know

What you think is important, and what others think is important may differ greatly. While it is important to communicate information you consider critical, consider concerns of affected or interested groups.

Help to measure the success of a meeting

Identify key people stakeholders

Ask following questions to identify following steps.

Involved in such activities before

Directly affected

Needed to take decisions

Have a huge amount of information

Spread the outcomes/lessons learned to other organizations

Ask each stakeholder which other persons or parties they think should be contacted. This way, you minimize the possibility of forgetting a target group.

Communication efforts that aim too broadly are rarely effective so categorize

Identify Key people/Stakeholders


Directly involved or

impacted in decision or action


May be

Not necessarily

During meeting

Define roles following steps.

Time keeper, minutes taker, etc.

Debrief last meeting

Reviewing action list provides team accountability and brings relevant information to the current agenda.

Involve every participant

Everyone has right to speak views. No personal attacks.

One person speaks at a time.

Avoid side conversations.

“Parking Lot” list

No multi-tasking

During meeting

During meeting continued

Stick to Agenda following steps.

Discuss only topics decided in the Agenda with timeline.

Make sure everyone is following the agenda

If something interesting comes up and not in Agenda, put it into Agenda and discuss it in next team meeting

Problem solving approach

Focus on the process or problem, not on the person

Make sure what you say and do give the same message

Share the workload evenly

Gauge team’s progress towards completing assignment.

People will listen to you for 30 seconds or 7 lines. Make sure you can get your message across effectively!

During Meeting Continued…

End meeting with

Summarize following steps. what has been accomplished and what needs to be done by whom and by when.

Review any “Parking Lot” items and assure that these will be addressed.

Define agenda for next meeting in last 5 minutes so that all the meeting are connected with each other.

Thank people for their time and participation and officially state that meeting is adjourned.

End meeting with

Output of meeting

MoMs following steps.

Decision making or Action items meeting should have minutes.

Information only, survey, may not be having minutes.

All the people attended and invited should receive MOMs.

Clarity what needs to be done when and by whom, and thus make it less likely that important deadlines will go unnoticed.

Every action should have problem statement.

For meeting summary, status reports, issue logs, risk logs, Lessons Learned information can be stored

Maintain and Archive Project Records

Action Items

Things to be accomplished between successive team meetings.

For accountability of meeting based on its output.

Follow-up plan and evaluation

Keeps communication flexible and dynamic

Feedback from participants through face to face, survey at a separate time.

Explore methods to update/refine communications approach

Outcome assessment

Output of meeting

Meeting accountability

How following steps.

Rate meeting accountability based on its output.

Determine the quarterly goals for the team.

Analyze the actual outputs with the meeting objectives to understand the real benefits of conducting the meeting

If meeting is not able to match 100%, go to first step (slide 2).

List the three most likely things this stakeholder will misunderstand or get wrong unless the you stresses the correct information, and explains any possible misunderstanding.

Meeting accountability

Rules to send an email

Write a good and concise email subject following steps.

Give the message's bottom line such read, action deadline as email subject.

Try to talk about one subject per message only. For another subject, start a new email.

Use Cc: field sparingly.

Try not to use the Cc: field unless the recipient in the Cc: field knows why they are receiving a copy of the message.

Generally an email is addressed to To: field and Cc: field is for information only. To: is responsible for replying that email. In case To: does not know the answer Cc: can reply on To: behalf.

Use “reply all cautiously ”

Only when your reply will be necessary to know for original sender and all people in original email's To: and Cc: field.

Try to answer all questions in an email otherwise it will inundate your inbox.

Be concise and to the point.

Do not forward chain letters.

Avoid just Me too or Thank you emails.

Rules to send an email

Rules to evaluate an email

What was the main idea this message was trying to get across to you?

What action, if any, is the message recommending that people take?

Was there anything in the message that was confusing?

Which of these phrases (Easy or hard to understand) best describes the message?

Was there anything in message that you liked/disliked or bothered you? If yes, what?

Was there anything in the message that was hard to believe? If yes, what?

Was it talking to: Someone like me or Someone else, not me

What words best describes how you feel about message? Informative / Not informative

Did you learn anything new from the message? If yes, what?

Rules to evaluate an email