Hello all,
I am working as an HR professional in an IT company. Every week, we have a team meeting that lasts for 1 hour, including presentations, team discussions, and so on. Recently, my boss expressed a desire to restructure the meeting as it has been feeling monotonous. He is looking for something new and creative and has tasked me with reaching out to the team for suggestions.
I would appreciate your help in providing me with an email format and content that I can use to request suggestions from the team.
Thank you.
From India, Pune
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I am working as an HR professional in an IT company. Every week, we have a team meeting that lasts for 1 hour, including presentations, team discussions, and so on. Recently, my boss expressed a desire to restructure the meeting as it has been feeling monotonous. He is looking for something new and creative and has tasked me with reaching out to the team for suggestions.
I would appreciate your help in providing me with an email format and content that I can use to request suggestions from the team.
Thank you.
From India, Pune
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Simply say what you have told us and seek ideas from the team. We do not attend your meetings, so we are not in a position to make suggestions. However, the more important point here is that if the meetings are becoming boring, then you need to ask the question, why are you meeting? It would appear you can achieve more by sending round a weekly round-up email with points of interest, and then having a short 15-minute full team catch-up meeting once a month to discuss a specific matter.
We have had many discussions here on CiteHR regarding the futility and time-wasting nature of meetings. Use the research box at the top of the page to reference previous discussions. Don't have meetings for the sake of having a meeting. Every employee's time is valuable and needs to be utilized doing work that adds to the company's bottom line. If you did a quick survey, I'll bet not one of them wants to attend this meeting anyway.
From Australia, Melbourne
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745We have had many discussions here on CiteHR regarding the futility and time-wasting nature of meetings. Use the research box at the top of the page to reference previous discussions. Don't have meetings for the sake of having a meeting. Every employee's time is valuable and needs to be utilized doing work that adds to the company's bottom line. If you did a quick survey, I'll bet not one of them wants to attend this meeting anyway.
From Australia, Melbourne
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Dear Archu,
If each week you had a meeting with the team members, then why do you need a separate form to ask for ideas? Why could you not mention in the meeting itself that you need suggestions? Every week, you mention that you were spending 1 hour in the meeting. Although you did not specify how many team members attended the meeting, if I assume that about 10 people were present, then I can estimate that you were spending approximately 10 hours in the meeting, which is equivalent to 1 man-day per week or four man-days per month. Have you received returns worth four man-days from these meetings? If yes, how did you measure it? As an external person, my first suggestion is to evaluate the results of these meetings.
Moving forward, why do team members need to be reminded to come up with suggestions? Why are they not proactive in presenting their ideas? Employee suggestions also depend on their motivation. Are you satisfied with their motivation? Creating suggestions for process improvement requires a conducive culture as well.
Employees may not naturally come up with suggestions on their own; they often need external stimuli. If you are interested, you may consider hiring my services. I can assist you in generating ideas for collaboration, which, in turn, could help reduce process cycle time. In one IT company, with just 13 employees who attended my training, I assisted them in developing ideas that could save them between Rs 3-5 lakhs. At larger companies, I have helped in generating ideas worth even Rs 10 lakh (INR 1 million) or more.
Thanks,
Dinesh Divekar
From India, Bangalore
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If each week you had a meeting with the team members, then why do you need a separate form to ask for ideas? Why could you not mention in the meeting itself that you need suggestions? Every week, you mention that you were spending 1 hour in the meeting. Although you did not specify how many team members attended the meeting, if I assume that about 10 people were present, then I can estimate that you were spending approximately 10 hours in the meeting, which is equivalent to 1 man-day per week or four man-days per month. Have you received returns worth four man-days from these meetings? If yes, how did you measure it? As an external person, my first suggestion is to evaluate the results of these meetings.
Moving forward, why do team members need to be reminded to come up with suggestions? Why are they not proactive in presenting their ideas? Employee suggestions also depend on their motivation. Are you satisfied with their motivation? Creating suggestions for process improvement requires a conducive culture as well.
Employees may not naturally come up with suggestions on their own; they often need external stimuli. If you are interested, you may consider hiring my services. I can assist you in generating ideas for collaboration, which, in turn, could help reduce process cycle time. In one IT company, with just 13 employees who attended my training, I assisted them in developing ideas that could save them between Rs 3-5 lakhs. At larger companies, I have helped in generating ideas worth even Rs 10 lakh (INR 1 million) or more.
Thanks,
Dinesh Divekar
From India, Bangalore
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Dear Archu,
Greetings !! You have raised quite relevant & valid point for discussion on this Forum.
I fully endorse the view point of Mr. John from Melbourne that......
"Don’t have meetings for the sake of having a meeting. Every employee’s time is valuable, and needs to be utilized doing work that adds to the company’s bottom line. If you did a quick survey, I’ll bet not one of them wants to attend this meeting anyway...."
Its very true that Employees Time is quite valuable. No one wants to waste his time in regular meetings. Seasoned & matured employees want to focus on their work & Targets.
Any frequent suggestions from employees will not help in any improvement, as each & everyone will provide the solutions as per his wisdom which may be of no use for the Company Management, as the Company may have to decide or take a final call as per its own constraints & resources.
Yah definately, you may think in terms of Training & Development of the Employees, as an alternate to improve their productivity.
Regards
Optimus Consultants
09672616784
From India
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Greetings !! You have raised quite relevant & valid point for discussion on this Forum.
I fully endorse the view point of Mr. John from Melbourne that......
"Don’t have meetings for the sake of having a meeting. Every employee’s time is valuable, and needs to be utilized doing work that adds to the company’s bottom line. If you did a quick survey, I’ll bet not one of them wants to attend this meeting anyway...."
Its very true that Employees Time is quite valuable. No one wants to waste his time in regular meetings. Seasoned & matured employees want to focus on their work & Targets.
Any frequent suggestions from employees will not help in any improvement, as each & everyone will provide the solutions as per his wisdom which may be of no use for the Company Management, as the Company may have to decide or take a final call as per its own constraints & resources.
Yah definately, you may think in terms of Training & Development of the Employees, as an alternate to improve their productivity.
Regards
Optimus Consultants
09672616784
From India
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It is not clear from your post with what designation you are working in the HR department in your company. However, whatever the designation may be, the answer from my end will be that you have to compose the email by yourself. From the outside, it is not possible for anybody to know the culture of your company. Spoon-feeding will not work here. Compose the email by yourself, get it corrected by the seniors, and then post it to your employees. I hope that will help.
From United States, New York
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From United States, New York
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Dear Archu,
I fully agree with the above-mentioned remarks/suggestions by Dinesh, Johns, Optimus consultant, and Aparajita. However, I have some suggestions that you may use according to your requirements:
- Set daily milestones of work - discuss yesterday's milestones achieved, problems, and solutions.
- Celebrate and wish birthdays and special days.
- Hold brief sessions on employees' biggest achievements/hurdles and life lessons.
- Initiate some employee engagement activities such as art of living, skills improvement, knowledge sharing, etc.
- Discuss sales and service targets/achievements mostly in terms of facts and figures.
- Consider assigning someone for presentations on topics related to your company's work and profile, market research, etc.
- Keep changing the daily agenda of the meetings.
Thanks
From India, Mumbai
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I fully agree with the above-mentioned remarks/suggestions by Dinesh, Johns, Optimus consultant, and Aparajita. However, I have some suggestions that you may use according to your requirements:
- Set daily milestones of work - discuss yesterday's milestones achieved, problems, and solutions.
- Celebrate and wish birthdays and special days.
- Hold brief sessions on employees' biggest achievements/hurdles and life lessons.
- Initiate some employee engagement activities such as art of living, skills improvement, knowledge sharing, etc.
- Discuss sales and service targets/achievements mostly in terms of facts and figures.
- Consider assigning someone for presentations on topics related to your company's work and profile, market research, etc.
- Keep changing the daily agenda of the meetings.
Thanks
From India, Mumbai
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Top job,
How can you draft an email when you do not work for the OP's organization? You do not know anything about their operations or requirements. CiteHR is a forum for sharing knowledge and ideas, not for blatant touting for business. You have been a member of this site since December 2015, and all of your posts have been about asking for money. You convey the impression you have a vast amount of knowledge. Try sharing some of this knowledge with our members.
From Australia, Melbourne
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How can you draft an email when you do not work for the OP's organization? You do not know anything about their operations or requirements. CiteHR is a forum for sharing knowledge and ideas, not for blatant touting for business. You have been a member of this site since December 2015, and all of your posts have been about asking for money. You convey the impression you have a vast amount of knowledge. Try sharing some of this knowledge with our members.
From Australia, Melbourne
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