Why do we need a planning meeting
Posted: Sun Jan 26, 2025 7:02 am
The effectiveness of the team's work depends on key management decisions: planning, organizing internal processes, motivating employees, building communication and control.
By making decisions together with colleagues, discussing the strengths and weaknesses of current processes, receiving feedback from performers, the manager significantly increases the involvement of the team, develops its competencies and promptly adjusts its work, evaluates deadlines, understands what difficulties the team faces, and takes this into account when setting the next tasks.
In addition to the obvious benefit for planning, meetings are needed to create a positive work environment. Employees participating in the meeting freely share ideas, exchange experiences, receive expert support, and most importantly, feel like part of a team in which all tasks are meaningful, important, and achievable.
Planning meetings should not be used for public debriefings, accusations armenia whatsapp number database of poor work performance, missed deadlines, project decisions and long discussions. The purpose of the meeting is to briefly outline important topics, outline steps, identify growth areas and find out the reasons for the difficulties. In addition, a planning meeting is an opportunity to demonstrate to the team its contribution to the development of the common cause and inspire them to complete new tasks.
Types of planning meetings
The concept of a planning meeting, or a briefing, a briefing arose in the 20s and 30s of the 20th century. At that time, they were commonly called production meetings. The range of issues discussed at the beginning of the last century has not changed significantly. Key issues for such meetings include: rationalization of production, initiatives to improve the work of the enterprise, reducing conflicts between workers and management, motivation and morale of employees.
As management technologies developed, briefings and planning meetings underwent minor transformations in content, but changed significantly in form.
Today, the planning meeting format includes several types:
A morning meeting is the shortest form of such a meeting, when the team gathers for 10-15 minutes at the beginning of the working day to outline the tasks for the day. In companies practicing project management methods such as Agile or Scrum, these meetings are called stand-ups, from the English word “stand-up”, because they are usually held standing up. Presumably, this approach does not allow pouring water and charges with energy.
A weekly planning meeting can take 30-40 minutes. This meeting provides time to briefly summarize the past week and discuss tasks for the coming week.
Monthly — it is customary to allocate at least an hour for such meetings; their form is closer to reporting meetings. Ideally, the monthly report should be supplemented with an analysis of the results, analyze successful decisions, and draw conclusions about the reasons for failures.
Emergency - spontaneous brainstorming, searching for solutions to suddenly arising questions or problems.
Planning meetings can also be differentiated by the purpose of their holding, distinguishing between informational, distribution, and training meetings.
At present, when many companies continue to work remotely or in a hybrid format, it is important not to forget about another type of planning meetings - planning meetings that include remote employees. They can be organized using tools such as Zoom, Teams, Google Meet or by connecting, for example, a virtual PBX from MTS Exolve . The system will allow you to organize a group call with employees located anywhere in the world and connect even those who have poor internet and who only have access to a traditional telephone channel.
By making decisions together with colleagues, discussing the strengths and weaknesses of current processes, receiving feedback from performers, the manager significantly increases the involvement of the team, develops its competencies and promptly adjusts its work, evaluates deadlines, understands what difficulties the team faces, and takes this into account when setting the next tasks.
In addition to the obvious benefit for planning, meetings are needed to create a positive work environment. Employees participating in the meeting freely share ideas, exchange experiences, receive expert support, and most importantly, feel like part of a team in which all tasks are meaningful, important, and achievable.
Planning meetings should not be used for public debriefings, accusations armenia whatsapp number database of poor work performance, missed deadlines, project decisions and long discussions. The purpose of the meeting is to briefly outline important topics, outline steps, identify growth areas and find out the reasons for the difficulties. In addition, a planning meeting is an opportunity to demonstrate to the team its contribution to the development of the common cause and inspire them to complete new tasks.
Types of planning meetings
The concept of a planning meeting, or a briefing, a briefing arose in the 20s and 30s of the 20th century. At that time, they were commonly called production meetings. The range of issues discussed at the beginning of the last century has not changed significantly. Key issues for such meetings include: rationalization of production, initiatives to improve the work of the enterprise, reducing conflicts between workers and management, motivation and morale of employees.
As management technologies developed, briefings and planning meetings underwent minor transformations in content, but changed significantly in form.
Today, the planning meeting format includes several types:
A morning meeting is the shortest form of such a meeting, when the team gathers for 10-15 minutes at the beginning of the working day to outline the tasks for the day. In companies practicing project management methods such as Agile or Scrum, these meetings are called stand-ups, from the English word “stand-up”, because they are usually held standing up. Presumably, this approach does not allow pouring water and charges with energy.
A weekly planning meeting can take 30-40 minutes. This meeting provides time to briefly summarize the past week and discuss tasks for the coming week.
Monthly — it is customary to allocate at least an hour for such meetings; their form is closer to reporting meetings. Ideally, the monthly report should be supplemented with an analysis of the results, analyze successful decisions, and draw conclusions about the reasons for failures.
Emergency - spontaneous brainstorming, searching for solutions to suddenly arising questions or problems.
Planning meetings can also be differentiated by the purpose of their holding, distinguishing between informational, distribution, and training meetings.
At present, when many companies continue to work remotely or in a hybrid format, it is important not to forget about another type of planning meetings - planning meetings that include remote employees. They can be organized using tools such as Zoom, Teams, Google Meet or by connecting, for example, a virtual PBX from MTS Exolve . The system will allow you to organize a group call with employees located anywhere in the world and connect even those who have poor internet and who only have access to a traditional telephone channel.