Evaluating and Improving Team Meetings

“Interpersonal issues should be dealt with by the individuals, and team issues should be dealt with by the team collectively… I think most team leaders and team members would absolutely agree with that because, as you say, issues that pop up with individuals on the team, they're going to spill over into the team. And so what we're offering here is that early detection tool to prevent this very thing from happening.” - Winnie da Silva

In this podcast episode, Winnie and Peter discuss the importance of continuous improvement mechanisms within teams. They highlight that, despite most teams wanting to continuously improve, they often struggle with how to do it. Peter and Winnie provide practical ways to implement mechanisms for ongoing improvement.

Episode Highlights:

Analogy from Manufacturing

Peter shares an analogy from his experience working with manufacturing teams that use sensors in equipment in order to detect problems early. This mindset is about monitoring and early detection, ensuring corrective action can be taken before issues escalate.

The Need for Continuous Improvement

Peter emphasizes the importance of continuous improvement mechanisms in maintaining and increasing team effectiveness over time. Teams that invest in these mechanisms become more effective, while those that don't tend to become less effective.

The Challenge of Time

Peter acknowledges that time is a common barrier to investing in continuous improvement mechanisms. Many teams may feel they don't need it or that their current processes are "good enough." Winnie and Peter argue that these mechanisms are crucial for building a truly effective team.

Three Continuous Improvement Mechanisms

Winnie introduces three important continuous improvement mechanisms:

• Ongoing exchange of honest feedback between team members.
• Regular evaluation of team meetings.
• Team effectiveness checkpoints.

Feedback Exchange

Winnie and Peter stress the importance of an ongoing exchange of honest feedback between team members. Regular feedback is critical for maintaining good interpersonal relationships in the face of changing workplace dynamics.

They share two favorite questions for requesting feedback: "What am I doing that you appreciate most, and why?" and "What would you like me to do differently, and why?" The benefits of regular feedback include faster problem-solving, improved job performance, better processes, increased trust, conflict reduction, and more.

Feedback's Impact

Peter mentions that their work on feedback skills has a lasting and substantial impact, with people sharing stories of how feedback has helped them even years after their engagement.

Separating Personal and Team Issues

Winnie emphasizes the importance of addressing interpersonal issues individually and team issues collectively. Feedback exchanges help resolve interpersonal issues effectively.



• Meeting Evaluations
• Peter discusses the significance of regular evaluations of team meetings, particularly during periods of change. Effective meetings can contribute to team success.
• He mentions various methods for conducting meeting evaluations, such as using Trello or Slack.
• Using Evaluation Input
• Winnie and Peter explain that the input collected from meeting evaluations can help meeting facilitators propose process tweaks to the team.
• They emphasize the importance of conducting evaluations frequently during periods of significant change in meeting processes.
• Team Effectiveness Checkpoints
• The third continuous improvement mechanism involves conducting team effectiveness checkpoints, once or twice a year. This "pause and reflect" exercise is intended for an overall assessment of the team's functioning.
• Questions Used 
• Winnie describes the metrics used in team effectiveness checkpoints. Team members rate the team on five dimensions: quality, efficiency, satisfaction, individual learning, and team learning. 
• Members are then asked specifically about what is supporting and reducing team effectiveness. This is followed by suggested changes to maintain or increase effectiveness.

Resistance to Continuous Improvement

Winnie acknowledges the resistance to investing in continuous improvement mechanisms is often due to a lack of time. They encourage teams to experiment with these practices and evaluate the return on investment.

Leaders' Role in Continuous Improvement

Peter suggests that leaders should prioritize open and honest discussions that help teams pause and reflect on their functioning. Such discussions are the secret sauce for team effectiveness.

Resources

Winnie da Silva on LinkedIn 

Get the whole season and the companion guide at Winniedasilva.com



E11: Tell Me What You Really Think with Peter Axelson