How to Conduct an Introductory Meeting Effectively
When a new manager joins a team, an introductory meeting is usually held. Depending on the team's size, there may be more than one meeting. Sometimes, these meetings can be boring, long-winded, and filled with unnecessary mumbo jumbo, which can leave a bad first impression.
In this article, I’ll discuss how to effectively conduct an introductory meeting that will create high morale within the team, make a lasting impression, and hopefully, not put them to sleep.
What is a professional introduction meeting?
When joining a new team, holding an introductory meeting is usually the first step. An effective introductory meeting is just as crucial as an interview. It is the first opportunity to introduce yourself, discuss and answer questions, and get to know your new team. This is also the chance to set your expectations as a manager and create a positive first impression.
There are a few different types of introductory meeting meetings, and depending on the size of your team and company, you may use all three.
But before I break down the different types, let’s discuss the benefits of an introduction meeting for all you naysayers out there.
What advantages do introductory meetings offer?
As previously mentioned, an introductory meeting is equally important to an interview as it establishes team expectations for both parties. This is especially useful if you are a newly appointed manager who has been hired externally.
How can you expect your new team to follow your guidance if they don’t know you? Not having an introduction meeting can cause confusion and resentment, which is definitely not a good way to start things off. Build a strong relationship with your team by hosting an effective introductory meeting.
After an introductory meeting, you can expect several benefits. These include:
- An improvement in the level of teamwork
- Knowledge of team expectation
- Predetermined guidelines and procedures
- No tension or awkwardness among the team
What are the different scenarios where you would have to host an introduction meeting?
In this article, I’m focusing more on introductory meetings for when a new manager or team leader joins a team, but there are other reasons to host an introduction meeting. These include:
New Hire: An intro meeting allows the new employee to meet their team members, understand their roles and responsibilities, and get acclimated to the workplace culture.
New Project Kickoff: For a new project kickoff, an introduction meeting is essential before diving into the project's details. This meeting allows team members to get to know each other, understand their individual contributions, and align on project goals and expectations.
Ongoing Team Alignment: Even for established teams, regular introduction meetings can be beneficial to maintain open communication, address any changes in team composition or roles, and re-align project goals and priorities.
As you can see, introductory meetings are important regardless of the reason they are being conducted.
Tips on how to host a compelling introduction meeting
Planning a captivating introduction meeting requires clear communication, careful preparation, and an emphasis on building connections with your audience. Here are some key tips to ensure your introduction meeting is a success:
Conduct the meeting as soon as possible
Don’t procrastinate and leave it too long. It’s generally advisable to conduct the meeting as early as possible to establish a foundation to set the tone for your team.
Set clear goals and objectives
Before you even start planning your meeting, it's crucial to define its purpose and objectives. What do you want to achieve? Are you aiming to establish expectations, gather feedback, or simply create a sense of connection and familiarity? Having clear goals will help you structure your meeting and make the most of the time you have.
Prepare a detailed agenda
An organized agenda ensures all important topics are covered efficiently. Share the agenda with attendees in advance so they can come prepared and ask questions. More about agendas further on.
Invite the right people
Carefully consider who needs to be present at the meeting. Avoid inviting too many people, as this can make the meeting feel less personal and make it harder to engage with attendees. Invite only those who have a direct stake in the purpose of the meeting.
Follow up and stay connected
After the meeting, send a brief recap and any relevant materials to the attendees. Thank them for their time and participation. Follow up on any questions or concerns that were raised during the meeting. Maintain regular communication with the team to keep them updated and engaged.
Additional tips
- Do your research on the company and its culture
- Be ready to respond to inquiries about your responsibilities and objectives
- Use visuals to help illustrate your points
- Practice your presentation thoroughly in order to be able to deliver it confidently
- Be confident and enthusiastic
- Speak clearly and concisely
- Make eye contact with your audience
- Encourage participation from the audience
- Be open and honest with the employees
- Show genuine interest in the company and its success
Different types of induction meetings
There are three main types of induction meetings you may need to host, those are:
- 1-on-1 introduction meeting
- Team introduction meeting
- Wider company introduction meeting
Here’s a breakdown and agenda example for each meeting.
Team introduction meeting
This is usually the first introductory meeting you’ll have, and it’s where you’ll most likely introduce yourself to your team for the first time. Keep things simple, lighthearted and slightly casual. It's important to avoid giving your team the impression that you're a robot.
There are a few main points to include on your team meeting agenda, but you can add more as needed.
Introduce yourself
This one is pretty obvious, but your introduction sets the tone for the entire meeting. Be confident, enthusiastic, and personable. Briefly share your background, experience, and goals for the team or project. Highlight your relevant skills and how you can contribute to the group's success. This is also a good time to share anything interesting about yourself.
Set expectations and discuss goals
Clearly articulate your expectations for the team or project. Outline your vision for success and how you plan to achieve it. Encourage feedback and suggestions from the attendees. This will help everyone feel invested and aligned with the overall goals.
Encourage introductions
Make time for everyone to introduce themselves, even if it's just a quick round of introductions. Remember, you can always schedule one-on-one meetings to connect with each team member better.
Assign clear next steps
At the end of the meeting, summarise key takeaways and action items to ensure everyone is on the same page and working together.
Other things you could include in your team introduction meeting include:
Food
Everybody loves to eat. Especially when it’s free. You could provide a few nibbles such as baked goods, potato chips and dips or fruit. It’s up to you how much or little you want to provide. This would certainly break the ice.
Casual conversation starters
Provide some prompts or conversation starters to help people get talking. These could be questions about their favourite things, their dream job, or their travel experiences.
1-on-1 introduction meeting
If your team is quite large and the projects are quite complex, I’d suggest hosting 1-on-1 meetings with each member after the initial team introduction meeting. This will provide an opportunity to connect with each member on a personal level, discuss expectations, align on goals and figure out each member's weaknesses and strengths.
1-on-1 introduction meeting agenda:
Introductions (5 minutes)
As you would have already introduced yourself in the first meeting, take this time to get to know your team members and their professional backgrounds.
Employee's role and responsibilities (10 minutes)
Review their role within the team and give them a chance to discuss their current projects and priorities. Have an open discussion where you can address any questions or concerns about their role.
Expectations for communication and feedback (10 minutes)
Discuss preferred communication styles and availability and how you both like to receive feedback.
Roadblocks and challenges (10 minutes)
Discuss any roadblocks or challenges. Brainstorm solutions and provide support and resources if possible. If needed, schedule another meeting.
Career goals and aspirations (10 minutes)
Discuss their career goals, provide feedback and how you’ll support their development.
Next steps (5 minutes)
Summarise key takeaways from the meeting and set expectations for follow-up meetings.
Closing (5 minutes)
Re-iterate your support and open the floor to any questions or concerns they might have.
Wider company introduction meeting
A wider company introduction meeting is an opportunity to introduce yourself to the entire company. This is a chance to make a good first impression, briefly share your background and experience, and outline your vision for the team or department.
Welcome and introductions (5 minutes)
Take a moment to introduce yourself. Share a brief background of your experience to help others understand your expertise.
Overview of your new role (10 minutes)
Provide an overview of your role and responsibilities and discuss your goals for the company.
Leadership style and values (10 minutes)
Describe your leadership style and values and emphasize the importance of teamwork, communication, and innovation.
Closing remarks (5 - 15 minutes)
Summarise the key takeaways from the meeting, express your gratitude for the opportunity to meet the team, and invite others to reach out to them with any questions.
