A weekly meeting is scheduled for every thursday at 7:00 a.m. central time for a

Question

A weekly meeting is scheduled for every thursday at 7:00 a.m. central time for a virtual team responsible for definining a new quality improvement process. Every week, the meeting starts about 10 to 20 minutes late. Some of the key attendees are not familiar with process improvement, so they do not show up and the the items they are responsible for reporting on are pushed to the next meeting time. Tim is the virtual team leader and rarely posts the meeting agenda or sends it out one minute before the meeting, which includes action items for team members to report on. Many do not see the agenda or actions items until the meeting starts. The project status is reported to executives weekly, giving the impression that the team members are not doing their jobs. Many team members live on the west coast and a few live in india. Many of the participants who do call in to the meeting are unable to hear the speakers or to see the presentation material. Consequently, they do not feel in tune with the team and work to be performed. Discuss the activities Tim should perform in planning the team meetings.

Explanation / Answer

Tim needs to verify that 7:00 am central time is the best time for the meeting, due to the fact there are people from different countries he needs to find a time that is suitable for the majority.

Meetings must start on time.

If key attendees are not familiar with process improvement they need to schedule a course to understand this subject of change them for people who are familiar with the process.

As the virtual team leader Tim needs to send the agenda at least 1 day before, it is not acceptable to send it the same time of minutes before the meeting starts.

Tim is also responsible to document all the information discussed it on the meeting and send it to the participants of the meeting and executives.

Tim needs to make sure participants are able to hear and participate from the meeting, he needs to check if the channel he us using is the ideal. He could try GoToMeeting software or GoToWebinar, both are user friendly and attendees can enter the meeting from a computer or smart phone, plus it can be recorded.

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