Meetings that Matter: Having Effective End of Quarter Reviews

Do your end of quarter review meetings make a positive impact on your team?

Have you ever sat in a meeting and wondered, “Could this have been an email instead?”

A study from Microsoft found that the amount of time people spend in meetings has tripled since the pandemic…yet many report that these meetings often feel unproductive.

Does more time in meetings actually lead to better outcomes? This is a question we ask especially during this time of year when it’s common for businesses to conduct end of quarter performance reviews. It’s easy to fall into the trap of having these meetings for the sake of having them, but not actually making them purposeful and impactful for everyone involved.

The problem with meeting overload

Meetings are the #1 productivity killer, and it’s no surprise why.

The move to remote and hybrid work in recent years has led to a rise in virtual meetings. Meetings, especially during times when teams couldn’t be together face-to-face, were essential in keeping teams connected. However, this overload in meetings creates “digital debt” and leaves people with less time for focused, meaningful work.

The result? People get burned out easily, get disengaged from work, and also get a nagging sense that some meetings are done more to tick a box than to achieve results.

You’re probably gearing up to conduct end of quarter performance reviews and meetings at this time of year. Does your business structure these meetings to ensure they’re productive?

Ensuring effective end-of-quarter reviews and meetings

End-of-quarter reviews and performance review meetings shouldn’t be done for the sake of having them. Think of them as a chance to reflect on your team’s performance and address any challenges they might be facing. These meetings are also an avenue for two-way communication.

Not sure how to treat these meetings as strategic sessions and not routine check-ins? We’ve got some tried and trusted ways to make them count.

1. Start with clear objectives. The first question we always ask before setting a meeting is “What do I want to achieve here?” If it’s an end-of-quarter review, what do you want to get out of it? Defining your goals before the meeting is a good way to keep the conversation focused.As well, having a template for these meetings are always a good idea. It helps you or your managers to keep track of the meeting, and is like a roadmap for the proceedings.
2. Use metrics and KPIs. Numbers and data go a long way towards making meetings meaningful. Metrics can be used to highlight achievements or identify gaps in performance. You can also use numbers to make your goals measurable, for example, setting a goal for the next quarter to increase customer satisfaction by 50%.
3. End with actions for the future. If you’ve started with clear objectives, it’s a good idea to also end with clear next steps. Let your objectives and metrics from the meeting guide you here. You can also take feedback from your team member (if they contributed any) to set objectives for any future meetings or goals.
4. Remember to engage your team. Performance reviews and end-of-quarter meetings aren’t monologues, and shouldn’t be treated as such. Meetings where your team members are engaged and actively participating can lead to you understanding their challenges better.

The bottom line: making your meetings matter

If there’s one thing you take away from this blog, it’s the value of being strategic when it comes to your end of quarter meetings and performance reviews. Everyone benefits from being more productive, both in the short and long term, when meetings have a purpose and are results-driven.

Need guidance when it comes to conducting these reviews? Or maybe you need training for your managers to be able to conduct meetings effectively. Whichever it is, our team is here to help. Contact us now!