Hello All, I am working as a HR in IT company, each week we have team meeting for 1 hour including presentation, team discussion etc. Now my boss want to restructure the meeting as day by day it is becoming monotonous. He want something new and creative, he asked me to drop an email to team seeking their suggestions. Please help me with email format and content which i can add in that.
From India, Pune
Dinesh Divekar
Business Mentor, Consultant And Trainer
Workplace Assessment And Training
Aparajita Banerjee
Manager - Hr
+3 Others

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Simply say what you have told us, and seek ideas from the team.
We do not attend your meetings, so we are not in a position to make suggestions.
However, the more important point here is that if the meetings are becoming boring, then you need to ask the question, why are you meeting? It would appear you can achieve more by sending round a weekly round-up email with points of interest, and then having a short 15 minute full team catch up meeting once a month, to discuss a specific matter.
We have had many discussions here on CiteHR regarding the futility, and time wasting nature of meetings. Use the research box at the top of the page, to reference previous discussions.
Don't have meetings for the sake of having a meeting. Every employee's time is valuable, and needs to be utilised doing work that adds to the company's bottom line. If you did a quick survey, I'll bet not one of them wants to attend this meeting anyway.

From Australia, Melbourne
Dinesh Divekar

Dear Archu,

If each week you had meeting with the team members then why you need a separate form to ask for the ideas? Why you could not tell in the meeting itself that you need suggestion? Every week you say that you were spending 1 hour in meeting. Though you have not written how many team members attended the meeting, yet if I assume that about 10 persons attended it then I can say that you were spending about 10 hours in meeting which is equivalent to 1 man-day per week or four man-days per month. Did you get returns worth of four man-days from these meetings? If yes, how did you measure it? As a external person, my first suggestion is to measure the result of these meetings.

Going further, why team members need to be told to come with suggestion? Why they are not proactive in putting forth their suggestion? Employee suggestion depend on their motivation as well. Are you satisfied with the motivation? Generating suggestions for process improvement requires conducive culture also.

Employees will not come up with the suggestion on their own. They need external stimuli. If you are interested, then you may hire my services. I will help you in generating ideas on collaboration which in turn will help in reduction of process cycle time. At one of the IT companies, with just 13 employees who attended my training, I helped them in generating ideas that could save their Rs 3-5 lakhs. At bigger companies, I helped them in generating ideas worth of even Rs 10 Lakh (INR 1 Million) or more.


Dinesh Divekar

From India, Bangalore

Dear Archu,
Greetings !! You have raised quite relevant & valid point for discussion on this Forum.

I fully endorse the view point of Mr. John from Melbourne that......

"Don’t have meetings for the sake of having a meeting. Every employee’s time is valuable, and needs to be utilized doing work that adds to the company’s bottom line. If you did a quick survey, I’ll bet not one of them wants to attend this meeting anyway...."

Its very true that Employees Time is quite valuable. No one wants to waste his time in regular meetings. Seasoned & matured employees want to focus on their work & Targets.

Any frequent suggestions from employees will not help in any improvement, as each & everyone will provide the solutions as per his wisdom which may be of no use for the Company Management, as the Company may have to decide or take a final call as per its own constraints & resources.

Yah definately, you may think in terms of Training & Development of the Employees, as an alternate to improve their productivity.

Optimus Consultants

From India
Aparajita Banerjee

It is not clear from your post that with what designation you are working in the HR department in your company. However, what the designation may be, the answer from my end will be you have to compose the email by yourself as from outside it is not possible for anybody to know the culture of your company. Spoon feeding will not work here. You compose the email by yourself, get it corrected by the seniors and post to your employees. Hope that will help.
From United States, New York
Dear Archu,
I fully agree with above mentioned remarks/ suggestions by Dinesh, Johns, Optimus consultant and Aparajita. However i have some suggestion which you may use according to your requirement-
Set daily milestone of work - discuss yesterday's milestone achieved , problems and solution.
Celebrate and wish Birthdays, Special day.
Brief session on Employee biggest achievement / hurdle and life lessons.
Start some employee engagement activity like- art of living , skills improvement, knowledge sharing etc.
Discuss sales and service target /achievement mostly in terms of facts and figure.
You may assign someone for presentation also on topics related to your company's work and profile, market research etc.
Keep changing daily agenda of meeting.

From India, Mumbai

How can you draft an email when you do not work for the OP's organisation? You do not know anything about their operations, or requirements.
CiteHR is a forum for sharing knowledge and ideas, not for blatant touting for business. You have been a member of this site since December 2015 and all of your posts have been about asking for money.
You convey the impression you have a vast amount of knowledge. Try sharing some of this knowledge with our members.

From Australia, Melbourne

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