Team briefings are efficient meetings used to disseminate information to various departments and groups within an organization. Conducting a briefing session requires you to be as organized as possible and having a set agenda, because the most pertinent information must be issued without wasting time. Other information that does not fit can be saved for another meeting. Briefing sessions also allow members to offer ideas and updates, if structured properly.
Draft an agenda with the specific amount of time each topic will be discussed. An agenda helps keep everyone on task, and allows them to know ahead of time what to expect in the briefing. Only list important and pertinent information on your agenda. Leave time at the end of the agenda for group discussion.
Contact attendees ahead of time via e-mail, fax or phone so they may prepare their material to be discussed in the meeting. You may allow various members to contribute to different portions of the briefings. Give them ample time for preparation, and also given them a time frame so the information they provide is concise and fits the allotted portion of your agenda.
Start your meeting with good news, like the progress the organization or department is making. Discuss any future policies and procedures that will be implemented. Choose individuals who will be integral in the future plans that you present, and also list attainable goals that must be met before the next briefing.
Allocate additional minutes for any open questions or concerns that can be discussed. You may not have anticipated those subjects when initially drafting your agenda. Additional time also allows members to inform you of any flaws or issues that may prevent them from achieving a certain task by the next briefing session.
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