Optimizing Weekly Meeting Engagement and Structure for Enhanced Employee Participation

Hello all,

I am working in a software company. Every week, we have a weekly meeting where each employee shares the work he/she has done in the past week. After that, we discuss any issues that anyone may have.

We would like to improve the format of the weekly meeting so that everybody will be interested in it and participate in it. If you have any suggestions on this, kindly forward them to me.

Thanks,
Meghana

Hi Meghana,

Sometimes, weekly meetings can become boring when there is nothing to discuss. There may be situations where nothing noteworthy happens in a week, making it challenging for people to engage and show interest. To address this, you can consider scheduling these meetings on a fortnightly basis initially, and then perhaps switch to a monthly schedule. This approach will help maintain people's interest levels and encourage them to contribute more positively.

Regards,
Harshad

Dear Harshad,

Thank you for your inputs. In fact, we are trying to make it alternate weeks. Could you suggest what things should be included so that the employees will feel interested? Kindly guide me on this.

Meghana

Hi Meghana,

First of all, don't call me Sir. Secondly, let me know what kinds of meetings these are and who takes part in them. Is it only a departmental meeting or a combination of departments?

Regards,
Harshad

Hello Harshad,

Actually, in our weekly meeting schedule it is as follows:

1. Every team member talks about their work from the past week, including the tasks they have worked on.
2. Following that, we have a session with our GM, which covers key points from top management.
3. Technical session schedule: During this session, our team members share their technical knowledge or discuss new technologies they have come across. This session is scheduled on a different day than the weekly meeting, and the team member conducting the session announces the date and topic.
4. Brainstorming session date and topic announcement.
5. HR session: This session provides information that team members should be aware of. I am conducting these sessions.
6. We then discuss issues/suggestions received from team members.
7. Lastly, we have an appreciation segment for the work done in the last week.

Each meeting is led by a different team member to ensure active participation from everyone.

I apologize if I have offended you by addressing you as Sir.

Meghana