A well-timed and thoughtfully designed motivational meeting can provide employees the boost they need to meet business goals. Motivational meetings can help fire up employees to meet newly set sales goals or recover from a slow quarter. Before delving into planning the meeting, determine the budget for it. If you're unsure how much you can spend, ask an accounting representative for an up-to-date report of your department budget for meetings and events.
Consider the work climate and employee needs when scheduling the motivational meeting. If employees answer to several bosses, talk to other department heads to ensure the meeting won't interfere with other tasks. Avoid scheduling motivational meetings when employees have extremely heavy work loads. Try not to plan them on Friday afternoons, when employees are distracted by the weekend, or Monday mornings, when employees are still settling into their work flow. If you do need to schedule the meeting during a busy time, plan to keep it short and to the point. To ensure the meeting room isn't double booked when you need it, alert your company's administrative department or book through a scheduling system.
The old adage "if you feed them, they will come" holds especially true with work functions. Providing food communicates to employees that the meeting is important and that they are valued. This incentivizes them to attend and increases their attention span. You can still provide food even if you don't have a large budget. Employees will expect a larger spread at a meal time, so don't schedule close to lunch and dinner if you can't afford to host a full meal. Instead, provide donuts and coffee for a morning meeting or tasty snacks in the afternoon.
Do Your Homework
The specific motivational content for your meeting will depend on the topic and the business context. No matter the situation, a little research can make a big impact on your meeting. Read through company progress reports and feedback documents to discover where employees are frustrated, struggling or otherwise lacking in motivation. Jot down an outline of the meeting and all the points you want to address. Organize the points into three key concepts, which will be easier for employees to digest and remember. For example, the three concepts could be "where we've been, where we are and where we need to go."
Above all else, be straightforward, honest and sincere with your employees. Avoid flowery speeches and emotional tactics that can come off as inauthentic. Instead, empower your employees by reminding them of all they've achieved. For example, you can use power point slides that highlight the most significant achievements and improvements a team has made over the last financial period to help motivate them to keep improving. Encourage employees to participate in the department's or company's goal-setting process. At the end of the meeting, show your appreciation for their work and communicate your genuine belief that they can achieve or exceed work objectives.