Overview with tools, software, best practices and alternatives
What is a Team Briefing?
A team briefing is a form of communication within the team, which aims to pass on information to the team members in a quick manner. Team briefings ensure that the information that has been passed on is easily understood by the team.
Who does Team Briefings?
Business teams do team briefings to present the team members a quick overview of the status and progress of the team and the project, allowing the team to identify major aspects of the team. Team briefings are usually conducted by the team leaders as they are usually the ones who receive important updates from other superiors.
Why do people do a Team Briefing?
Business teams do team briefings for a number of reasons.
Team briefings provide valuable information to team members about the status and progress of the team and the project. The information is told to the team usually before they start their duties and responsibilities.
The briefing also presents quick information on the team’s accomplishments and problems. The recent achievements of the team will boost the momentum of each team member, which can help them to improve their performance within the day and possibly, within the week. The problems presented can be either actual or potential, which can help the team think of ways to deal with them, either to solve them or prevent them.
Team briefing also informs the team about sudden changes in information or abrupt changes in the team’s workflow. This can help them team prepare for a turning point within the group and the project. Also, the new information gives team members the chance to review their formulated plans and actions and modify them, if needed.
How to do a Team Briefing; Ways to do a Team Briefing
Doing a team briefing helps the team become knowledgeable of the current standing and development of the team and the project. This allows team members to become motivated in performing their duties and responsibilities, leading to their better performance in the team. To make this possible, team leaders and members may take note of the following pointers.
The team briefing should take place in an area where all team members can get together. In addition, the location should be spacious enough to accommodate the entire team. Additionally, the team briefing location should not disturb other teams.
Setting some rules is important in team briefing. The meeting helps the team to be guided in the members’ activities for the day so applying some rules will be helpful. While the team should understand how essential each group member is, team members should also understand that the rules and penalties are also for their own good.
Team briefings should also set a positive mood to the team. This can be done by making the team on fire by giving recognitions to top performers, whether individually or by team. Welcoming new team members will not hurt, either. Lifting the energy of the team creates the vigor it needs to perform better.
Teams should have the briefing to be short and simple, as the aim is to provide an overview on the team’s status and progress. The short meeting should not last more than 20 minutes. Highly detailed topics should be noted by the team for discussion on the next meeting. Injecting many topics in the briefing will lead to information overload and possible overtime, which will shorten the members’ time in doing their regular tasks and responsibilities. This can prevent the team from meeting its goals.
Advantages of doing Team Briefings
Doing team briefings is beneficial to the team in some ways.
Communication is one of the benefits of doing a team briefing. Team members could be very busy doing their regular tasks and responsibilities every day that they no longer meet regularly. Team briefings allow team members to communicate information about the team and the project.
Team briefings provide a perfect opportunity for the team to identify essential information such as positive and negative news. Positive news includes the team’s accomplishments, which can motivate and inspire the whole team. Negative information, such as problems, can help the team think of ways to fix actual issues and prevent foreseen issues.
Team briefings can also deliver fun to the team. While these short meetings can be dull at times, the team can be it lively by running a lively agenda. The briefing can be in an interactive mode so that team members can participate. This way, the team will have a positive mood all throughout the day.
Disadvantages of doing Team Briefings
While doing team briefings have a number of benefits, they also resent some disadvantages.
Team briefings are usually short as they are done at a time before the team members start their work. Being done at an early time, some members who live far from the workplace might not be able to attend as they can be stopped by heavy traffic or heavy rain. As a result, they might miss important information from the briefing, which can adversely affect their plans and actions for the day.
Time is important in team briefing as it has to be made as short as possible. If the team fails to watch the time, then the briefing might take long and it can consume the time allotted for doing the regular tasks and responsibilities for the day. If a member has many tasks for the day, he may not be able to finish them due to the length of the meeting.
Best practices for doing Team Briefings
Team briefings help the team members become informed on the status and progress of the team and the project.
Asking for performance pledges is one of the best practices in doing team briefings. It invites the members of the team to become more interactive, instead of just asking them to do things. This practice will connect the team members with each other as they interact with each other. For instance, team leaders can ask the members on how many sales they can make, instead of commanding them to make five sales. The pledge can help team members step up and motivate one other with the achievements they make.
Team briefings can help the team identify and resolve issues. Issues can be actual or potential and including them in the team briefing will help the team formulate plans and develop strategies and actions that will solve or prevent them. If an issue cannot be fixed immediately, then it can be fixed after the team briefing.
The briefing should be kept short and simple. Issues or conversation topics that may last for more than 20 minutes can be postponed and re-scheduled on the next meeting of the team. If a team member starts to follow-up an issue with lots of queries, that issue should also be closed and should be opened on the next meeting. If the issue is urgent and may require greater time, it can be talked on a person-to-person basis after the meeting.
How Teamreporter helps in Team Briefing; How to do Team Briefing with Teamreporter
Teamreporter is an application that uses scheduled report mails to replace status meetings. This way, the number of meetings of the team will be reduced, allowing team members to utilize their time in doing their regular duties and responsibilities.
Teamreporter has an easy to use and automated interface, which helps team members send and receive information to and from their teammates easily. It sends e-mail notifications to the team, asking team members to send information on their achievements, plans, and problems. Based on the replies of the members, Teamreporter will generate data summary, which will be send to the members of the team. In doing a team briefing, Teamreporter will be able to send essential information to the team. This allows the team to quickly get the necessary information that will help them on their daily tasks.
The application is also flexible, as users can change the questions on its interface. Aside from changing the questions, users can also change the schedule of the e-mail reports. The team can also integrate Teamreporter to the existing applications that they use. Also, the list of recipients in Teamreporter’s system can also be adjusted, as well as the list of members who need to send reports to the team.
Team leaders can also benefit from Teamreporter. The application can send them an overview of the status and development of the team and the project, allowing them to have an oversight of the group. The information in Teamreporter’s scheduled mails can also help team leaders identify those members who perform well and those members who need further assistance. Announcements, changes in information, and urgent issues can also be sent by team leaders to their subordinates.
Alternatives to Team Briefing
Team briefing is helpful to the team, but there are some options that the team can utilize.
Reports can also be sent via e-mail at an early time in the morning, allowing team members know the standing and development of the team or project. The report can be prepare and sent online and it does not require a face-to-face meeting to reveal essential information and concerns. Additionally, the members of the team will be able to send and get information updates to and from their teammates. A disadvantage that can be seen in sending reports thru e-mail is the great need of a stable internet access. Team members will find it hard to pass on information to the team if the internet connection is poor or absent.
Paper-based updates can also serve as alternatives to team briefing. These updates are documented as in black-and white and can be in the form of a memo. Updates on paper cannot be corrupted, unlike the reports in electronic mails or messaging applications. Paper-based reports can be multiplied via a copier so that team members can each have a copy of the report. Additionally, paper-based reports are easily stored inside a binder, maintaining organization of the files. One disadvantage of preparing paper reports is the paper’s vulnerability to water, fire, and pests. Also, paper can possibly rot after a very long period of time.
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