6 Reasons for Conducting Meetings and Why They're Important

By Indeed Editorial Team

Updated June 21, 2022 | Published September 29, 2021

Updated June 21, 2022

Published September 29, 2021

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.

When teams plan to discuss ideas, share information or offer solutions to workplace challenges, they might schedule meetings to review these items. This provides coworkers with a collaborative space to freely express opinions and update each other on current tasks. When conducting a meeting, consider sending an agenda and informing employees of the meeting's topic beforehand to ensure it's productive and engaging. In this article, we review common reasons for conducting meetings with team members and why they're important.

Why is it important to schedule a meeting?

It's important to schedule and hold meetings because they provide employees with the opportunities to discuss their thoughts, ideas and concerns in a comfortable and collaborative environment. Many team members can use their meeting time to share feedback with one another to develop and build upon certain ideas and strategies. Allowing a space for employees to share information, make decisions and provide project updates can allow them to build a stronger connection as a team. This can boost energy levels, work culture and collaboration among coworkers.

Related: How To Schedule a Meeting by Email

6 reasons for meetings

Here are common reasons to hold meetings with team members:

1. Sharing important company information

Some employers or managers may hold meetings with employees to share essential company information that could impact all teams or specific departments. Many organizations hold quarterly or annual company-wide meetings to discuss any changes happening to the company or any accomplishments team members met during that time.

Having a meeting with all team members to share this news can be a great way for the entire staff to celebrate important achievements together or remain informed of significant changes happening to the company. Consider scheduling company-wide meetings with supervisors or executives and encouraging them to engage and share updates on their departments to keep everyone informed and engaged.

2. Making key decisions

There may be moments where team members or senior employees make important decisions that could impact their department or the company overall. This can lead them to schedule a meeting with each other to share ideas and feedback with one another. These meetings allow teams to explore their options for certain decisions and provide different outlooks or perspectives on potential outcomes.

During these meetings, try to pitch potential decisions and encourage others to talk about the benefits or repercussions of each. You can then continue to work together with the team to arrive at resolutions that all or a majority of the group agrees on before the meeting ends. From there, establish a strategy for moving forward with the decision and a plan for announcing it to other employees.

Related: How to Become a Better Decision Maker

3. Providing updates on a project's status

If you're in charge of an upcoming project, you may schedule regular meetings with team members to determine everyone's progress, updates and needs. It's also beneficial to hold an initial meeting to describe the purpose of the project, explain which team members you've assigned to certain tasks and share a timeline for deliverables.

You can regularly schedule meetings with employees to learn how far they've progressed with their tasks, if they believe they can submit the assignment on time and what additional resources they need to complete all of their work items. These meetings can be important as they provide you with insight into the employees' performances and how on track you are to submitting the entire project by the client's expected due date.

4. Brainstorming new ideas

An effective way to develop innovative ideas is through conducting brainstorming sessions with your team. These are collaborative meetings that encourage employees to listen to each other's ideas and express their own opinions. This can lead team members to build off of one another's strategies until they come to a creative solution, method or strategy. Consider sending an update to team members a few days in advance to inform them of the upcoming brainstorm sessions.

Tell employees what ideas you'd like them to bring to the meeting and share the key purpose for the brainstorm session. This gives employees plenty of time to develop and note their ideas. During the meeting, try to remain positive and open to new thoughts by encouraging everyone to share their opinions. Remind employees to remain positive, professional and polite to one another when they express their thoughts. This makes participants feel more comfortable and confident about sharing their valuable ideas. Once you've finished the meeting, you can have a set of strong ideas for the team to implement.

Related: 6 Steps Your Team Can Take for an Effective Brainstorming Process

5. Solving organizational challenges

Meetings can be an effective place for employees to use their problem-solving skills and critical thinking skills to solve any ongoing organizational challenges. You can use these sessions to present an issue the department or company faces and ask employees to prepare potential solutions to overcome these obstacles. Try to conduct these meetings with a smaller number of participants. This can make the conversations more collaborative and engaging as all employees can get opportunities to talk and share their perspectives.

When inviting team members to this meeting, consider releasing the purpose of it beforehand and asking attendees to come prepared with a presentation or pitch for how they can resolve the problem. They can share their action plan for solving the problem, while other employees share their opinions and develop the strategy further. This increases the chances of the meeting ending on a productive note with a clear plan for overcoming the obstacle and improving the company's performance.

Related: How To Facilitate a Productive Meeting

6. Asking for feedback

If you're searching for ways to improve processes within the organization, consider conducting a meeting where employees share their feedback and suggestions. This shows employees that the company encourages open communication and that managers appreciate their opinions.

Applying feedback provided by employees can help the company improve and develop into an organization that performs effectively and treats their employees with respect. This can improve employee retention and attract other talented candidates to apply as well.

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