First Team Meeting Agenda Template for Managers | Fellow.app (2022)

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Becoming a team’s new manager

Whether you were hired to manage an existing team, or you’ve been promoted to manage people who were once your colleagues, or you’ve hired your own dream team — it’s time to prepare for your first team meeting!

You’ve worked hard to get here, but your hard work has also just begun — and the first meeting you have with your team is where it all starts.

What is the goal of this meeting?

It’s okay to be nervous. It’s normal to feel overwhelmed by all the ideas you might want to share with your new team — but remember, you don’t need to hit every detail in this first team meeting. The first meeting between you and your new team should have 3 goals:

(Video) First Team Meeting Agenda Template | Fellow.app

1. Making a solid first impression on your team.

2. Establishing trust, respect, and rapport.

3. Setting the tone and expectations for you and your team to succeed together long-term.

Tips

To do this, keep this first meeting short and casual. Resist the urge to jump head-first into shop-talk and take the opportunity to get to know your team and really listen to them. Doing this early on will help you understand your team better and will pay dividends in the long run. You can follow up with your team for more detailed discussions in subsequent one-on-one meetings.

To help you get off to a great start, we’ve researched first team meeting ideas from the world’s top management experts and put together the following agenda for better first staff meetings.

What’s inside this first team meeting template:

1 Get to know the team

You’re new in this role, so taking the time to go through some meeting icebreakers will help you in a few ways:

1. It’s an opportunity for you and the team to get to know each other.

2. Right away, they’ll help boost everyone’s energy level.

3. A casual starting point will help people feel more comfortable speaking up and contributing their thoughts, moving forward.

(Video) First team meeting as a new manager. Do these FIRST!

This piece of the first team meeting agenda can also help you to foster a sense of camaraderie — but be mindful of the questions you ask! In a June 2019 article in the Hubspot blog, Caroline Forsey outlines the importance of this:

“The best ice breakers have the power to strengthen coworker bonds, stimulate better brainstorming sessions, and create an atmosphere of inclusivity. But it’s easier said than done, and the wrong ice breaker questions can lead to awkwardness or even increased tension.”

In short, make sure the icebreakers are open-ended and give your team members an opportunity to share something real about themselves.

In addition to getting to know your team on a personal level, these pieces of information can help you tailor your management style to get the best out of your team from the get-go and in the long-run. Active listening and/or notetaking are helpful here.

Fellow is the meeting management app that companies like Shopify, Uber, and KeepTruckin use to run effective team meetings.

First Team Meeting Agenda Template for Managers | Fellow.app (4)

2 Introduce yourself

After everyone has had a chance to speak during icebreakers, you should take some time to give a brief overview of your background. Sure — you can talk about your accomplishments and expertise — but this isn’t an audition; it’s an opportunity to build trust.

(Video) First meeting agenda for new managers. You should know this!

Resist the impulse to monologue about yourself; you don’t want to come across as self-absorbed. Instead, try to outline how you hope to support the team.

Share a short, personal story that exemplifies your work style or leadership philosophy. Show your team what motivates you and impresses you by telling them what you’re passionate about outside of work. The sooner your team gets to know you, the sooner they’ll feel comfortable with you.

3 Ask the team for feedback

If you’re the new manager of an existing team, this is your opportunity to find out about how they’ve worked in the past, and get feedback so you can start to make some improvements. If this is a new team, use this time to find out people’s work styles and their personal recipes for success. Either way, use the information you learn in this part of the first team meeting agenda as fodder for some early, small wins to earn your team’s trust.

The Manager’s Resource Handbook provides the following insight into what types of questions you should ask your team to get the right information:

“Ask questions that give you an understanding of the team’s current state. That is, the current opportunities, challenges, issues and possibilities. The questions you ask should help you evaluate things like morale, workload, skills and barriers.”

Mary Shapiro, who teaches organizational behaviour at Simmons College and is the author of the HBR Guide to Leading Teams shares a useful tactic to get everyone aligned on processes:

“One particularly effective exercise is to have people share their best and worst team experiences. Discussing those good and bad dynamics will help everyone get on the same page about what behaviour they want to encourage—and avoid—going forward.”

You can use this exercise and also come prepared with some questions to get the discussion started:

  • How do people typically communicate?
  • What’s your favourite thing about working here?
  • What elements could be improved?
  • What are you most excited about moving forward?
  • How do you prefer to give and receive feedback?

Starting the conversation about feedback in your first staff meeting shows your team that you value clear, honest communication and will help set the tone for ongoing openness.

(Video) 5 Things to Cover in Weekly Team Meetings | How to Run a Staff Meeting Effectively

4 Set expectations

This is where you can outline a basic vision for your team and share some of the goals you have in mind. Keep it general and thematic to encourage the team to contribute their ideas as well. Again — your focus initially should be learning, so don’t try to present anything that attempts to overhaul the team’s existing structure, here.

Michael Watkins, the cofounder of Genesis Advisers and author of the updated The First 90 Days says:

“It’s actually rare that someone gets to come in and redefine the goals for the group in a profound way.”

Use this time to establish your expectations and ground rules by explaining how you’d like the team to work.

In an article in the Harvard Business Review, Carolyn O’Hara outlines how you can make your expectations clear to your team:

“Explain what’s behind each of your decisions, what your priorities are, and how you will evaluate the team’s performance, individually and collectively. Walk them through what metrics you might use to gauge progress so that they understand how they’ll be evaluated and what’s expected of them.”

In addition to outlining your own expectations, give your team an opportunity to communicate their needs. During this part of the first team meeting agenda, you and your team can start to answer some important questions together:

  • What are this team’s values?
  • What does success look like?
  • How will we as a team track our progress?
  • How will the team communicate decisions and updates?
  • How can we all support each other to do our best work?

5 Open up the floor for questions

Be sure to leave time at the end of the meeting to open up the floor to your team. This will ensure that everyone leaves the meeting with a clear understanding of everything, and it reinforces your openness.

Finally, be sure to clarify next steps and schedule one-on-ones with each team member to go into more detail about their individual roles, and answer any questions in more detail. This will demonstrate that you are a proactive leader.

(Video) The First Step to Run An Effective Team Meeting: Agenda and Preparation | Fellow.app

The more you communicate with your team early on, the faster your team will get to know you, and the better you’ll all be able to work together moving forward.

Ultimately, the more you can arm yourself with information beforehand, the less nervous you will feel going into your first team meeting. Plus, if you use the free first team meeting template in Fellow, you’ll feel prepared for any curveballs that come your way!

FAQs

What should a manager say in first team meeting? ›

Keep It Short and Informal. Before the meeting starts, let your team know that it's going to be a quick introductory gathering, so there won't be an agenda. Once in the room, explain a little about yourself. Consider using business storytelling to communicate your values and what you're trying to achieve.

How do you write an agenda for a first meeting? ›

How to write a meeting agenda
  1. Identify the meeting's goal. ...
  2. Ask participants for input. ...
  3. List the questions you want to address. ...
  4. Identify the purpose of each task. ...
  5. Estimate the amount of time to spend on each topic. ...
  6. Identify who leads each topic. ...
  7. End each meeting with a review.

What should a manager say to a new team? ›

In-person meeting

I'm [your name], and I'm your new manager here at [organization]. Let me start by telling you why I'm here. My goals include [list some quick goals and expectations]. I'm excited to work with you all to meet those goals and to hear what's worked well for you in the past.

What should a manager say about 1 on 1? ›

1-on-1 agendas should be collaborative. Managers should encourage direct reports to share what they would like to discuss. Common topics can include current goals, feedback, recognition, career aspirations, and more.

What do you discuss in a first 1 1 meeting? ›

We'll spend this time discussing priorities, sharing feedback, working on career development, and answering any questions you might not be able to ask me during the week. These one-on-one meetings are your time with me, which means that your talking points will be the primary focus of the meeting.

What should I discuss in first meeting with new manager? ›

Questions to Ask During Your First Meeting With a New Boss
  • What would you like to know about me?
  • What should I know about your leadership style or approach?
  • What are your priorities? ...
  • What would you like to see me accomplish in the next month/six months/year?
  • What is your vision for the team?
26 Jul 2022

What are the four topics you should cover in the first meeting? ›

14 One on One Meeting Topics You Should Be Discussing With Employees
  • Year-end performance review.
  • Performance improvement.
  • Goal setting.
  • Feedback and recognition.
  • Career growth and development.
  • Compensation and benefits.
  • Onboarding.
  • Resources, work environment, and productivity.
16 Sept 2021

What is usually the first item on an agenda? ›

1 Call to order. The call to order is the first section of your meeting under Robert's Rules of Order. This is a fancy way of stating the beginning of a meeting.

What are six things that may be on an agenda for a meeting? ›

What to include in a meeting agenda
  • Meeting participants. Before a meeting begins, the designated notetaker typically writes down the names of each person in the room. ...
  • Meeting objectives. ...
  • Agenda items. ...
  • Time frames. ...
  • Supporting documents. ...
  • Action items.
26 Sept 2022

What should be discussed in one meeting with manager? ›

One-on-one questions employees can ask managers
  • Questions about career growth and personal development.
  • Questions about priorities, productivity and strategy.
  • Questions about communication and feedback.
  • Questions around company culture and motivation.
  • Questions around supporting your manager and managing up.

What every first time team leader should know? ›

Lead By Example

Think about the behaviors you want and expect from your team members. Be sure to exhibit those traits yourself. As a team leader, you're the role model, so what you say and do will impact the team's work habits and attitudes. That said, it's important to be yourself and to believe in yourself.

How do you structure an agenda for a team meeting? ›

8 tips to help you create an effective team meeting agenda
  1. Find a team meeting agenda template that works for your team. ...
  2. Ask your entire team to contribute to the agenda. ...
  3. Communicate the purpose of the meeting. ...
  4. Be clear with your agenda items. ...
  5. Assign an amount of time for each agenda item. ...
  6. Confirm who is leading each topic.

How do you run your first team meeting as a new manager? ›

How to prepare for your first staff meeting as a new manager
  1. Outline important topics to cover. ...
  2. Prepare talking points. ...
  3. Ease your new manager nerves. ...
  4. Break the ice with your staff. ...
  5. Make it an interactive experience. ...
  6. Keep the meeting a manageable length. ...
  7. Leave time for employee questions. ...
  8. Be yourself and show your personality.
1 Nov 2021

How do you introduce yourself as a manager of a new team? ›

How to introduce yourself to your new team
  1. Learn about your team. Before officially introducing yourself to your new team, gather information about them. ...
  2. Exhibit positivity. ...
  3. Dress professionally. ...
  4. Observe your team. ...
  5. Tell your story. ...
  6. Set expectations. ...
  7. Prepare for questions. ...
  8. Send a follow-up message.

How do new managers break the ice? ›

Breaking The Ice As A Team's New Manager
  1. Walk around and introduce yourself. On your first day, walk around and introduce yourself to your team. ...
  2. Find out who are the key people. Every team has key people who are outside the team. ...
  3. Set up 1-on-1s. ...
  4. Find some quick wins. ...
  5. Listen and observe.
6 Nov 2013

How can a manager have effective 1 on 1 meetings? ›

How to have effective 1 on 1 meetings with your manager
  1. Don't let them cancel. Ask to reschedule.
  2. Avoid status updates.
  3. Bring things you want to talk about.
  4. Talk about your career goals.
  5. Encourage your manager to take notes.
  6. Make it actionable.
  7. Think about your manager's view.

What support do I need from my manager answers? ›

Nine Things Employees Want From Their Managers
  • Honesty. 90% say they want honesty and integrity from their manager. ...
  • Fairness. 89% want their manager to be fair and to hold all employees accountable to the same standards.
  • Trust. ...
  • Respect. ...
  • Dependability. ...
  • Collaboration. ...
  • Genuineness. ...
  • Appreciation.

How do you ask a smart question in a meeting? ›

If you're struggling to ask the right questions, try these tips in your next meeting.
  1. Clarify the purpose of the meeting.
  2. Question the questions.
  3. Broaden your group.
  4. Draw in quiet participants.
  5. Look to sustainability and scalability.
  6. Look for faults.
  7. Identify the next step.
14 Jun 2017

How detailed should a meeting agenda be? ›

Some agendas may be highly detailed and include strict time blocks for discussing each topic. Other meeting agendas may provide more of a loose, basic outline of what the team should cover. In either case, a meeting agenda should have a clear purpose and offer all meeting participants direction for the future.

Should 1 1s have an agenda? ›

Creating agendas for your 1:1 meetings can give them an immediate boost and help your team members' be more motivated and engaged at work. To make the most of agendas, implement the tips we've mentioned today: Make sure your team members contribute to the one to one agenda. Add your own topics and questions.

What do you say at the beginning of a meeting? ›

You'll want to start the meeting by welcoming your attendees and introducing yourself.
...
You can start with a simple greeting, using phrases such as:
  1. “Good morning / afternoon”
  2. “Let's begin”
  3. “I'd like to welcome everyone”
  4. “Since everyone is here, let's get started”
  5. “I'd like to thank everyone for coming today”
17 Feb 2018

How do managers talk to their employees? ›

The best way to build rapport with employees is actually by talking about work. The most effective managers have a way of talking that is both authoritative and sympathetic; both demanding and supportive; both disciplined and patient. This special way of talking looks a lot like performance coaching.

How do managers prepare for first on one? ›

How to prepare for a one-on-one with your boss
  1. First, make sure you actually have one-on-ones. ...
  2. Come with an agenda. ...
  3. Follow up on topics from the previous one-on-one. ...
  4. Be transparent about what your current projects are. ...
  5. Bring up professional development. ...
  6. Ask questions and prepare to be asked questions.

How can a new manager make a good first impression? ›

5 Tips to create the best impression
  1. To create the best impression, Listen attentively to what your employees have to say. ...
  2. Don't be a control freak. ...
  3. Reward outstanding performance. to standout as the manager with the Best Impression. ...
  4. Don't be afraid to ask questions.
10 Feb 2022

What is an example of an agenda item? ›

Agendas most often include: Informational items - sharing out updates regarding a topic for the group. For example, a manager may provide an update on the year-end planning process. Action items - items that you expect the group will want to review during the meeting.

Which comes first agenda or minutes? ›

To that end, Robert's order of business prioritizes agenda items: Reading and approval of previous meeting's minutes, or notes. Reports of officers, boards, and standing committees. Reports of special committees.

What are the six steps to conducting a meeting? ›

7 Step Meeting Process
  1. Clarify Aim/Purpose.
  2. Assign Roles.
  3. Review Agenda.
  4. Work through Agenda.
  5. Review meeting record.
  6. Plan Next Steps and Next Agenda.
  7. Evaluate.

What is your leadership agenda? ›

Your leadership agenda is how you plan on guiding your organization in the coming months. “Organization” can be your family, your department, your company, your squad, your bowling league, any entity you are part of leading and trying to take someplace different from where you are today.

What should not be included in the heading of agenda? ›

Answer: Most meetings that we've attended or observed do not include this agenda item. Roles and responsibilities kind of float around as a result of the conversation. The responsibility of owning a certain 'next step' or 'action item' often lies with the person to whom it's assigned, but that isn't always clear.

What are good questions to ask CEO at an all hands meeting? ›

Questions about upcoming projects

Looking toward the next opportunities you will have to shine, all-hands meetings are a good time to ask about strategy. What's the company vision for this project? A clear explanation of what the end result should look like will help you conceptualize its beginning.

What are the top 3 values a manager should have while leading a team? ›

Simply put, great leaders don't just lead by example. They keep their top goals in mind at all times, making sure they and their team never go astray from these targets.
...
What makes a good manager great?
  • Honesty. ...
  • Communication skills. ...
  • Decisiveness. ...
  • Confidence. ...
  • Responsibility. ...
  • Empathy. ...
  • Focus. ...
  • Creativity.
30 Apr 2020

What a new manager should say? ›

In-person meeting

I'm [your name], and I'm your new manager here at [organization]. Let me start by telling you why I'm here. My goals include [list some quick goals and expectations]. I'm excited to work with you all to meet those goals and to hear what's worked well for you in the past.

How do you draft a good agenda? ›

How to write a meeting agenda
  1. Identify the meeting's goal. ...
  2. Ask participants for input. ...
  3. List the questions you want to address. ...
  4. Identify the purpose of each task. ...
  5. Estimate the amount of time to spend on each topic. ...
  6. Identify who leads each topic. ...
  7. End each meeting with a review.

› blog › first-meeting-with-new... ›


First Meeting with a New Team

https://www.betterup.com › blog › first-meeting-with-new...
https://www.betterup.com › blog › first-meeting-with-new...
Why is the first meeting important? 9 ways to prepare for a successful meeting. Final tips and recommendations for leading your first team meeting. Even the mos...
Or you're taking over a new team as a manager. Either way, that first meeting as a new manager is a daunting event. What should the agenda for that first me...
There's no escaping meetings in the workplace and they can be either productive or wasteful, but with these tips, every meeting can be effective.

How do you introduce yourself in first team meeting? ›

Here are some ways in which you can go about introducing yourself to a new team:
  1. Write a short description. ...
  2. Use the onboarding and orientation process. ...
  3. Ask for an introduction to the team. ...
  4. Talk to other team members. ...
  5. Use the lunch or coffee break to meet new colleagues. ...
  6. Understand the company's organisational chart.
19 May 2022

What is the first thing a team leader should do in the first meeting? ›

Make the time to connect socially, share openly about your own background, and ask questions to learn about their interests. Explain that you have an open-door policy. Seek to create an atmosphere of trust by letting staff members know their input is important.

What do you discuss in a first 1 1 meeting? ›

We'll spend this time discussing priorities, sharing feedback, working on career development, and answering any questions you might not be able to ask me during the week. These one-on-one meetings are your time with me, which means that your talking points will be the primary focus of the meeting.

How do you introduce yourself as a manager to a new team via email? ›

Dear [department] team, My name is [your name] and I would like to introduce myself to you all. I just started my job as [new role] at [company name] and I am excited to dive in. I would love to get to know the rest of you however you'd like, whether that's over Slack, Zoom, or email.

What is the best way to introduce yourself to a team? ›

Tips on How to Introduce Yourself to New Colleagues
  1. Prepare Yourself for the Introduction. ...
  2. Ensure Your Introduction Suits the Company's Culture. ...
  3. Take Advantage of the Job Orientation Program. ...
  4. Find Opportunities for Introductions. ...
  5. Ask the Team Leader/Member for an Introduction. ...
  6. Know the Company's Organizational Chart.

How do managers prepare for first on one? ›

How to prepare for a one-on-one with your boss
  1. First, make sure you actually have one-on-ones. ...
  2. Come with an agenda. ...
  3. Follow up on topics from the previous one-on-one. ...
  4. Be transparent about what your current projects are. ...
  5. Bring up professional development. ...
  6. Ask questions and prepare to be asked questions.

How do you run your first team meeting as a new manager? ›

How to prepare for your first staff meeting as a new manager
  1. Outline important topics to cover. ...
  2. Prepare talking points. ...
  3. Ease your new manager nerves. ...
  4. Break the ice with your staff. ...
  5. Make it an interactive experience. ...
  6. Keep the meeting a manageable length. ...
  7. Leave time for employee questions. ...
  8. Be yourself and show your personality.
1 Nov 2021

Should 1 1s have an agenda? ›

Creating agendas for your 1:1 meetings can give them an immediate boost and help your team members' be more motivated and engaged at work. To make the most of agendas, implement the tips we've mentioned today: Make sure your team members contribute to the one to one agenda. Add your own topics and questions.

What should I discuss in first meeting with new manager? ›

Questions to Ask During Your First Meeting With a New Boss
  • What would you like to know about me?
  • What should I know about your leadership style or approach?
  • What are your priorities? ...
  • What would you like to see me accomplish in the next month/six months/year?
  • What is your vision for the team?
26 Jul 2022

What is usually the first item on an agenda? ›

1 Call to order. The call to order is the first section of your meeting under Robert's Rules of Order. This is a fancy way of stating the beginning of a meeting.

What do you say at the beginning of a meeting? ›

You'll want to start the meeting by welcoming your attendees and introducing yourself.
...
You can start with a simple greeting, using phrases such as:
  • “Good morning / afternoon”
  • “Let's begin”
  • “I'd like to welcome everyone”
  • “Since everyone is here, let's get started”
  • “I'd like to thank everyone for coming today”
17 Feb 2018

What should you not say in a team meeting? ›

Just remember the phrases that are an absolute no-no in any meeting.
  • I don't have time. ...
  • It's not my job. ...
  • No problem. ...
  • It's impossible. ...
  • I understand what you're saying, but… ...
  • With all due respect. ...
  • You could have… ...
  • I'll try.

How do you speak professionally in a meeting? ›

9 effective strategies to help you speak up in meetings
  1. Prepare in advance.
  2. Stop censoring yourself.
  3. Ask questions.
  4. Use a meeting agenda.
  5. Believe in your answers.
  6. Listen to what is being said.
  7. Practice, practice, practice.
  8. Commit quickly to speaking.
14 Jan 2022

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