According to a recent study that took a peek behind the corporate curtain, a whopping 15% of an organization's precious time is devoted to meetings.
Now, don't get us wrong; meetings serve a vital purpose in the grand scheme of teamwork and decision-making. But let's face it, that's a substantial chunk of our productive hours spent hashing out ideas, deliberating decisions and occasionally doodling in the margins of our notepads. With such a significant investment of time, it's absolutely essential that we make every minute count!
Engaging our meeting attendees should be at the top of our priority list – a mission we must wholeheartedly accept.
The challenge is to break free from the shackles of mundane meetings and transform these gatherings into vibrant rooms of collaboration and inspiration. Can you imagine an online /offline meeting room buzzing with excitement and your team members eagerly leaning in to partake?
Let us help you out with 40 of our best tips for team meetings:
‘Out-of-the-box’ team meeting ideas
The internet is teeming (pun not intended) with the same advice on ideas for team meetings, so it’s our aim to be a little different from the norm. We’ve put together 10 different out of the box ideas to really push your team meetings to the next level:
1. Silent Brainstorming
Instructions: Provide each team member with sticky notes and pens. Set a timer for a specific period (e.g., 5-10 minutes) and ask everyone to silently write down their ideas related to a particular topic or problem on the sticky notes. Each idea should be written on a separate note. After the time is up, gather all the sticky notes on a board or wall. Then, as a group, discuss and group similar ideas together.
Example: Let's say the team is brainstorming ideas to improve the company's social media presence. Each team member would write down various social media strategies on their sticky notes, such as "user-generated content campaigns," "influencer partnerships," "live Q&A sessions," etc. Once everyone is done, they would stick the notes on a board and group similar strategies together to explore further.
Why is it beneficial?: You know how sometimes in meetings, not everyone gets a chance to share their ideas comfortably? Well, with silent brainstorming, we solve that! Grab some sticky notes and pens, jot down your ideas quietly for a few minutes. Then, stick 'em all on the board and watch the magic happen! We'll group similar ideas together and dive into a variety of fresh and innovative solutions. It's perfect for making sure everyone's voice is heard, no matter their personality type.
2. Reverse Agenda
Instructions: At the beginning of the meeting, instead of presenting a pre-set agenda, ask team members to suggest topics or issues they want to discuss. Write down these topics on a whiteboard or a shared document. Then, as a group, prioritize the topics based on their relevance and importance to the team and create an agenda in real-time.
Example: The team gathers for a project planning meeting. Instead of the usual agenda created by the team leader, team members suggest topics they think are crucial, such as "risk management plan," "potential bottlenecks," "role delegation," etc. These topics are listed, and the team collectively decides to focus on the risk management plan first, followed by the other topics.
Why is it beneficial?: This one empowers the team to take charge of the meeting's priorities by inviting them to suggest topics for discussion. It's all about ownership and engagement. By focusing on the most critical issues from the team's perspective, you're making the meeting super efficient and productive. Plus, it allows you to be adaptable and tackle any new challenges that pop up.
3. Walking Meetings
Instructions: Inform the team in advance that the meeting will be a walking meeting. Choose a nearby outdoor area or a designated walking path in the office building. Start the meeting with a brief overview of the topics to be discussed and then walk together while conducting the meeting.
Example: The team has a regular weekly progress meeting. Instead of sitting in the meeting room, they decide to take a walk around the nearby park. As they walk, they discuss ongoing projects, challenges and upcoming deadlines.
Why is it beneficial?: Walking meetings are pretty awesome because you get to discuss stuff while taking a stroll. Not only does the movement stimulate creativity and fresh thinking, but it also breaks the monotony of sitting in a meeting room. Plus, walking together builds strong connections among team members, and that's a recipe for awesome teamwork!
Like the idea of taking your meetings outside the office? How about going a little further than just the local park.
Enter: Surf Office
Let's break free from the monotony and embrace your next team meeting at one of our incredible offsite retreat locations. Your success is our mission, and we're here to make your company retreat an absolute hit! Contact us today to find out how we can help plan the team meeting of a lifetime.
4. Guest Speaker Challenges
Instructions: Invite a guest speaker from an unrelated field or industry to share a challenge they faced and how they overcame it. After the guest presentation, encourage the team to brainstorm how these solutions could be applied to their own challenges or projects.
Example: The team is working on improving customer satisfaction in their software product. They invite a guest speaker from the hospitality industry who shares how their hotel chain addressed customer complaints. The team brainstorms how they can adapt the hotel's customer-centric approach to their software support system.
Why is it beneficial?: This is a genius idea because it brings in diverse insights and experiences. The challenges and solutions they share can inspire your team to think outside the box and come up with unconventional approaches to your own problems. Bringing in a guest speaker is all about broadening your horizons and sparking some exciting discussions.
5. Impromptu Pitches
Instructions: At the start of the meeting, randomly assign team members to present an impromptu pitch for a new idea or solution to a specific problem. Give each person a short amount of time (e.g., 2 minutes) to prepare before they present their pitch.
Example: The team is working on a marketing campaign for a new product launch. As a warm-up activity, the team leader randomly selects three team members and assigns them each a different target audience. They have two minutes to prepare a pitch for their marketing approach, which they then present to the team.
Why is it beneficial?: For some quick thinking and communication practice, you can try Impromptu Pitches. It's a fun ice breaker where team members have to come up with creative ideas on the spot and present them. This helps build adaptability and the ability to articulate ideas quickly and clearly. It adds a cool element of excitement to your meetings too!
6. Innovation Tournament
Instructions: Divide the team into groups (2-4 members per group) and provide them with a challenge or problem to solve. Give each group a fixed amount of time (e.g., 30 minutes) to come up with a unique solution. Then, have each group present their idea to the whole team, and the team votes on the most promising idea.
Example: The team is tasked with finding a creative way to reduce operational costs. They split into three groups and brainstorm solutions independently. After the allotted time, each group presents their cost-saving idea. The team votes, and the winning idea is further developed and implemented.
Why is it beneficial?: If you're up for some healthy competition, an Innovation Tournament is just the thing for you. This team building exercise encourages team members to bring their A-game and present their best ideas, resulting in a treasure trove of innovative concepts. The tournament format fosters teamwork and collaboration within the groups, and the voting process ensures everyone's actively engaged in making decisions. It's a surefire way to find groundbreaking solutions!
7. Storytime Sessions
Instructions: Before the meeting, inform team members that they'll have a "storytime" segment. During this time, team members take turns sharing a story related to their recent successes, failures, or learning experiences. The focus is on the insights gained from these experiences.
Example: In a team meeting, a team member shares a story about a challenging project they worked on, highlighting the hurdles they faced and how they collaborated with colleagues to overcome them. The story sparks a discussion about problem-solving approaches and teamwork.
Why is it beneficial?: Storytime Sessions during your meetings create a supportive and empathetic environment. Sharing personal stories of successes, failures, and lessons learned can teach valuable problem-solving strategies and resilience. This builds trust and understanding among team members, making it easier to discuss challenges and find collaborative solutions.
8. Mind Mapping
Instructions: Start the meeting with a blank whiteboard or a shared digital mind mapping tool. Introduce the topic or problem for discussion, and then ask team members to collaboratively create a mind map by adding their ideas, connecting related concepts, and exploring various aspects of the problem.
Example: The team is planning an event for the company's anniversary. They create a mind map with the event's main theme in the center, and then they branch out with different elements such as entertainment, guest list, venue, catering, and promotion strategies.
Why is it beneficial?: Mind Mapping is another gem of an idea. It's all about visually representing complex ideas and concepts, making them easier to grasp and explore. The non-linear nature of mind maps encourages divergent thinking, so your team can get creative and explore different angles and possibilities. Collaborating on a shared platform adds that extra touch of teamwork and collective problem-solving.
9. Artistic Expression
Instructions: Provide each team member with drawing materials or craft supplies. Encourage them to represent their thoughts, ideas, or solutions through drawings, doodles, or any artistic expression. Afterward, team members can share their creations and explain the rationale behind them.
Example: The team is brainstorming new design concepts for a product. Each team member sketches their vision of the product's interface, incorporating their unique ideas. The team discusses the different designs and selects elements from each to form a comprehensive concept.
Why is it beneficial?: Bringing in some drawing, doodling, or crafting lets your team express ideas in a whole new way. It taps into their creativity and encourages them to think outside the box. It's a refreshing approach that can lead to some really unique and unconventional solutions.
10. Stand-Up Comedy Insights
Instructions: Announce that a segment of the meeting will be dedicated to humorous insights related to the project or challenge. Team members can use comedy or lightheartedness to present an aspect of their work or findings in a fun way.
Example: During a meeting about process improvement, a team member creatively shares a funny analogy comparing the existing process to a "hamster wheel" where they feel like they're constantly running without making progress. This opens up a discussion about the need for more efficient workflows.
Why is it beneficial?: Who doesn't love a good laugh? Stand-Up Comedy Insights are a fantastic addition to your meetings. Humor reduces tension and creates a relaxed atmosphere where team members feel more at ease sharing their ideas. And let's not forget, those creative and witty insights from stand-up comedy can really spark some out-of-the-box thinking. Plus, it just makes the whole meeting experience way more enjoyable and fosters a positive team culture.
Discussion topics for your next team meeting
So lets paint the picture: you are the leader of a dynamic team. Each individual performs at their role exceptionally well. We’ve got Donna who is fantastic in accounting, Dom who excels in the finance department and Dave holding down the entire IT department. But here’s the issue; Dave and Donna are super chatty and super confident around the team. Dom, on the other hand, is a bit more reserved and would rather not integrate with the team. You’ve noticed Dave and Donna are dominating the team meetings but Dom is sitting back and accepting whatever is thrown his way.
How is this productive?!
Well, the introverted are going to be introverted. You can’t force them to come out their shell, but you would like to see a bit more effort on the verbal side of things. So, what can you do?
In your next meeting, make sure to engage the whole team in a discussion that resonates with everyone, not just the confident ones. With our list of encouraging ice breaking talking topics, you’ll see Dom interacting in no time.
(Oh, also boss, we know that perhaps you could be a little shy like Dom, that’s why we’ve added in some pointers so you can lead the discussions. We’ve got your back.)
11. Dream Vacation Destinations
This topic encourages conversation as it taps into people's aspirations and desires. Discussing dream destinations helps team members bond over shared travel interests, fostering a sense of camaraderie. Learning about each other's travel preferences can also spark excitement and potentially lead to planning group trips or travel-related activities, boosting team morale.
Example of how to lead the discussion:
"Alright, team, we've won the lottery, and we're off to our dream vacations! I'm teleporting to a beachside cabana with endless margaritas. Where are you guys going?"
12. Favorite Movies or TV Shows
Sharing personal preferences in entertainment allows team members to find common ground and discover shared interests. It opens the door for engaging discussions on various genres, storytelling, and character development, promoting creativity and inspiring new ideas. It can also lead to recommendations for movies or shows to watch together during downtime, promoting team cohesion.
Example of how to lead the discussion:
“If our team were a movie genre, would we be action-packed, a rom-com, or a thrilling mystery? Tell us your favorite movie and explain why it perfectly represents our team dynamic!"
13. Bucket List Activities
Discussing bucket list activities sparks enthusiasm and adventurous spirits. When employees talk about their aspirations, it fosters a positive and motivated atmosphere within the team. Team members may find opportunities to support each other in achieving their goals, creating a culture of encouragement and support.
Example of how to lead the discussion:
"Let's unleash our inner daredevils, folks! Skydiving, bungee jumping, or swimming with sharks—what's on your bucket list? Extra points for the most daring adventure, and we'll plan a team outing!"
14. Personal Heroes or Role Models
Talking about role models allows team members to share the values and qualities they admire in others. It can lead to discussions on leadership styles, personal growth, and professional development. By understanding each other's inspirations, team members can find common ground in shared values and work together more effectively.
Example of how to lead the discussion:
"Superheroes aren't just in comics! Who's your real-life hero, and what would their superhero name be if they joined our team?”
15. Team Superpowers
This imaginative topic encourages creativity and humor. It invites employees to think outside the box and consider their unique strengths. Discussing these superpowers promotes self-awareness and helps team members recognize and appreciate each other's diverse talents, fostering a collaborative and appreciative work environment.
Example of how to lead the discussion:
"We're all wizards in our own right! Time to reveal your superpower—one workplace-related and one totally absurd. I'll start: I can make coffee disappear before anyone else blinks!"
16. Team Trivia Challenge
A trivia challenge sparks friendly competition and fosters a sense of teamwork. Team members work together to solve problems, share knowledge, and celebrate collective achievements. It's a fun way to boost morale and strengthen team bonds through shared victories.
Example of how to lead the discussion:
“Categories include 'The Office' quotes, cat memes, and company history. Let's see who can claim the title of trivia champion!"
17. Show and Tell
Who says this has to be for the school classroom? By sharing personal items and stories, team members create a more intimate and trusting environment. It fosters empathy and understanding among colleagues and helps build a deeper connection beyond work-related topics. This vulnerability can strengthen relationships and enhance team cohesion.
Example of how to lead the discussion:
“I've got a quirky family heirloom—a lucky sock that brings success (and smells like victory!). What's the most peculiar thing you've got?"
18. Foodie Adventures
Discussing food preferences and experiences is a relatable and enjoyable topic that encourages casual conversations. It helps break down barriers and promotes a relaxed atmosphere, making team members more comfortable collaborating and sharing ideas during work-related discussions.
Example of how to lead the discussion:
“We've got a cooking competition where we whip up dishes that represent our personalities. Can I introduce you to my award-winning 'Late-Night Snack Surprise'?"
19. Time Capsule Exercise
You won’t need to actually dig a hole and bury people’s items, but we can take inspiration from the idea. Ask each of your team what they would like to place in the capsule and why. It could be something that will inspire your future self if they dug up the capsule in 20 years, or it could be an item that has no use now but will do for future ‘them’. You’ll be surprised the routes in which the conversation may lead.
Example of how to lead the discussion:
“I’ll start: I’d place a picture of me now to remind my future older self that I was once young and shouldn’t be so grumpy!”
20. Pet Peeves and Guilty Pleasures
Sharing pet peeves and guilty pleasures fosters a lighthearted and humorous atmosphere. It encourages team members to find humor in everyday frustrations and relatable quirks. This shared laughter creates a positive and relaxed environment, encouraging open communication and creativity during team projects.
Example of how to lead the discussion:
“My guilty pleasure: binge-watching cat videos. As for pet peeves, I can't stand slow Wi-Fi—totally kills my meme-scrolling game. What quirks do you want to confess?"
Quick-fire tips on improving motivation during team meetings
Unfortunately, it can’t all just be fun and games in the meetings (boooooo). Once the dust has settled from the fun you’ll have following our previous tips, it’s time to get down to business. We all know meetings can be boring, but it’s up to you to make them interesting. Here are some super fast, easy to understand tips that will surely motivate your team once you get down to the nitty gritty businessy part:
21. Celebrate Successes: Start the meeting by highlighting recent team accomplishments and individual successes. Recognize and praise team members for their hard work and achievements.
22. Vision and Goal Reinforcement: Revisit the team's vision and long-term goals. Remind the team of the bigger picture and how their efforts contribute to the overall success of the organization.
23. Personal Goal Sharing: Encourage team members to share their personal short-term goals for the week or month. This check-in question fosters accountability and creates a supportive environment.
24. Empowerment Exercise: Conduct an activity where team members take turns sharing how they can contribute more effectively to the team and what support they need to achieve their goals.
25. Gratitude Circle: Form a circle (virtually or physically) and have each team member express gratitude for something or someone related to their work. Gratitude fosters a positive mindset.
26. Small Wins Celebration: Acknowledge even the smallest achievements and progress made by team members. Celebrate these "small wins" to keep motivation high.
27. Learning Opportunities: Organize workshops or training sessions that align with team members' interests and career development goals. Learning new skills can boost motivation.
28. Peer Recognition Awards: Allow team members to nominate and vote for colleagues who have exemplified outstanding performance, teamwork, or creativity. Present awards during the meeting.
29. Positive Feedback Roundtable: Encourage team members to provide positive feedback to each other during the meeting. This builds a culture of appreciation and support.
30. Goal Setting Session: End the meeting with a collaborative goal-setting exercise. Team members can define specific, measurable objectives and discuss strategies to achieve them.
How you can make remote team meetings interesting
Ok, so you’re a remote team and a lot of the previous examples and ideas don’t really resonate with your set-up. That’s perfectly fine, it’s 2023, time to get a grip on reality and realise that not all teams are office based. This is why we want to provide some tips and tricks to make your remote team meetings a little more interesting than just cameras on a screen.
The following ideas can be adopted for whatever software your company uses the most, but we will focus more on Zoom software. Let’s get stuck in:
31. Breakout Rooms
Use Zoom's breakout rooms feature to divide your team into smaller groups. You can create breakout rooms manually or automatically. For example, if you want to brainstorm ideas, assign different topics to each breakout room and set a timer for discussion. After the breakout sessions, bring everyone back to the main meeting to share their findings.
32. Virtual Backgrounds: Zoom allows users to upload custom virtual backgrounds. Encourage your team to use themed backgrounds or create their own fun and creative backgrounds. You can choose backgrounds related to your industry, a recent team event, or just something entertaining like a beach or space scene.
33. Polling: To use polling in Zoom, go to the "Polls" tab in your Zoom settings and create your questions in advance. During the meeting, launch the polls at the appropriate time, and participants can respond. Share the poll results to generate discussion or make decisions based on the responses.
34. Annotation Tools: When sharing a screen or whiteboard, use the annotation tools to draw, highlight, or add text to the content. This is especially useful during presentations or collaborative discussions to emphasize important points.
35. Whiteboard Sharing: While screen sharing, select the "Whiteboard" option to bring up a blank canvas where you and your team can collectively draw or write ideas. This interactive tool is excellent for brainstorming sessions.
36. Reaction Emojis: Participants can click on the "Reactions" button at the bottom of their Zoom window to access a variety of emojis, such as thumbs up, clapping hands, and laughter. Encourage your team to use these emojis to express their feelings or reactions during the meeting.
37. Spotlight Feature: As the host, you can spotlight a specific participant's video to make them the primary focus for all participants. This feature is useful during presentations or when someone is sharing a screen or speaking.
38. Hand Raise Feature: When someone wants to speak or ask a question, they can use the "Raise Hand" feature in Zoom. The host can then give them the floor at an appropriate time, ensuring smooth and organized discussions.
39. Break Timer: For longer meetings, schedule short breaks and use the break timer to remind everyone to take a breather. This helps participants stay fresh and focused throughout the meeting.
40. Virtual Lounges: Use breakout rooms to create virtual lounges where team members can relax and chat informally during breaks or after the meeting. It simulates the experience of socializing in the office lounge or break area. They can even play some teambuilding games together!
And there we have it, 40 tips to ensure you’re getting the most from your team meetings.
Make sure to bookmark this page on your web browser and return anytime you need to an extra helping hand in the creativity department. We understand just how difficult it is to plan and execute the types of team meetings where everyone leaves with a smile on their face. That’s exactly why we put this list together.
Remember, Surf Office always has your back!
