What Is a Work Meeting? (With 9 Different Types)
By Indeed Editorial Team
Published November 20, 2022
The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.
Many departments use meetings to communicate effectively as a team. This helps employees at every level of seniority share ideas, answer questions, or address concerns. Learning about different types of meetings can help you plan one effectively. In this article, we explain what a work meeting is, discuss why they're important, talk about the different types of meetings, and offer tips for planning your next one.
What is a work meeting?
A work meeting is when a group, typically a specific team or department, gathers to discuss a work matter. A manager usually leads the meeting and schedules it ahead of time to ensure everyone is aware of the set date and time and can plan accordingly to attend. There are many types of meetings, such as onboarding or training meetings, and they vary in length, typically from 30 minutes to an hour. These meetings may occur in person or virtually.
Why are work meetings important?
These meetings are important because they give employees the opportunity to discuss their ideas, thoughts, feedback, or concerns. This can improve collaboration and help employees build stronger professional relationships. Having an opportunity to speak openly can also help employees feel more respected, motivating them to work hard for the company.
Different types of work meetings
Here are some types of meetings you may host at work:
When companies hire new employees, they may hold an onboarding meeting to help them learn essential information about the role and workplace. These meetings may include discussions about the company's structure, vision, culture, values, history, policies, and mission. It helps employees learn more about their new work environment and is often an essential part of new employees' orientation.
During the onboarding meeting, a manager may also discuss employees' individual roles and responsibilities so that they understand what's expected of them. Companies may wait until they have multiple new employees to host an onboarding meeting so they can communicate the information to everyone at once.
At the beginning of a project or initiative, companies may host a kickoff meeting. This meeting may involve the entire team and the client the project is for to discuss expectations and goals. Managers may start this type of meeting by discussing the vision or end goal of the project so that team members understand what they're working towards.
Then, together with their team, managers may create a detailed plan that outlines all the tasks everyone can complete within a certain timeline. This meeting may also include risk management, so team members can discuss potential challenges and find ways to minimize them before they occur.
When companies want to think of new ideas, they may host brainstorming meetings with certain teams. This is typically an open discussion where employees can suggest ideas for new products, services, or operational changes. A manager may note these ideas somewhere everyone can see, such as on a whiteboard, to discuss them as a team and choose the best idea. Having brainstorming meetings as a team can help create a more collaborative workplace, which allows employees to feel heard and respected.
Feedback meetings are typically one-on-one between a manager and one of their team members. This gives the manager an opportunity to offer constructive feedback to an employee and to compliment them on their progress or hard work. These meetings may occur regularly, such as once a quarter or once a year, and may have an incentive, such as a raise or promotion, to encourage employees to keep working hard. Some managers may host a meeting with their entire team to ask for feedback that can help them become better leaders.
Company executives may hold a budget meeting to discuss the company's finances. Managers may use this meeting to discuss and assess the company's existing budget or to talk about ways to create a lower budget to increase profit. Members of the finance team may also attend these meetings to provide the relevant reports or data outlining the company's finances. Companies may have multiple budgets that consist of different expenses, such as an operating budget and a labour budget.
Companies may host a decision-making meeting to discuss both sides of prospective decisions. For example, a sales team may host a meeting to choose between two types of customer relationship management software. Attendees are usually relevant team members or employees with expertise they can share that may impact the decision. During the meeting, attendees may discuss the pros and cons of all their options to find the one that suits the company the best. These meetings help teams make informed decisions that align with business goals and values.
To improve collaboration, managers may host team-building meetings. These meetings help employees get to know each other better to strengthen their professional relationships. They typically include fun activities employees can complete or may include discussions about ways they can work together to achieve the organization's goals.
One-on-one meetings, or private meetings, typically occur between a manager and an employee. The topics of these discussions can vary, from career development to individual accountability. These meetings don't normally have a structure and instead follow more of a conversational style. One of the primary goals of one-on-one meetings is relationship maintenance, as it helps both parties learn more about each other and strengthens their communication. Some examples of one-on-one meetings include a coaching session or a meeting with an important stakeholder.
When company executives have information to share, such as new policies or operational changes, they can host an information-sharing meeting. Executives may invite managers to attend, then ask the managers to distribute the information to their teams. The leader of the meeting may spend most of the time talking to share the necessary information while participants actively listen. At the end of the meeting, there may be an opportunity for questions to ensure everyone understood the information presented.
Status update meetings
When teams are working on a project together, a manager may host regular status update meetings to assess their progress. These meetings may occur once a week or once a day, typically for a short period so that everyone can discuss what they're working on and what they completed. If employees are struggling with certain tasks, they may mention it in the meeting so other team members can help. Having status update meetings helps teams adhere to their deadlines more efficiently.
Tips for planning a meeting
Here are some tips to consider to enhance your next meeting:
Create an agenda before the meeting. Prepare talking points before your meeting so you can remember everything you want to discuss. This can help you manage your time appropriately so that the meeting isn't longer than you expected.
Choose the right time. Consider all the employees you want to invite to the meeting and determine what the best time is for most people to attend. Choosing a time in the morning may be a good option as it ensures everyone is still energized and can actively participate in the meeting.
Define the next steps. At the end of the meeting, ensure you define what the next steps you want your team to take. You may even assign specific tasks to people to complete before the next meeting to ensure you're all prepared.
Choose the right medium. If you work remotely, choose a virtual medium that you and your team are familiar with to communicate and collaborate. If you have a physical workspace, choose a setting where everyone can fit comfortably for the meeting.
Assign a note-taker. Before the meeting starts, choose a note taker who can write down the important points you discuss during the meeting. If anyone wasn't able to attend, they can refer to the meeting's notes to stay up-to-date, and attendees can also refer to these notes to remind themselves of the discussion.
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