So gather your team members together, provide a few snacks (a few cookies work wonders for cutting tension) and explain that a simple evaluation needs to be done. Make sure all evaluations are anonymous, and have each member rate the team against the following criteria:
1.) Clarity of team goals. Is it clear what the team is actually trying to accomplish? Is it clear who exactly is benefitting the most from the accomplishment of the team’s goals? If a member from one department feels accomplishing the stated goals only benefits members from another department, it could mean that some of the team’s goals are too narrow or that they aren’t being explained properly.
2.) Clarity of individual roles and responsibilities. A friend of mine works as a coach for a university softball team. When the university was hiring new athletic trainers, they informed her she had been nominated as the chair of the committee. However, no one explained her responsibilities. People would just call her office asking if she turned in “that review” or had completed her “recommendation rundown” and she had no idea what they were talking about. Encourage your team members to describe times they have felt like this.
3.) Efficiency of time and resources. Ever been to a meeting that was a complete waste of time? One that was simply a gathering of people so your supervisor could hear herself talk? Hopefully your team meetings aren’t like this, but if they are it’s an incredible waste of resources. Have team members list ideas to make meetings more efficient. Maybe a memo could be sent out before hand with a list of required paperwork or the itinerary could be emailed out letting people know exactly what part of the meeting will be relevant to them.
4.) Facilitation of ideas. Do your team members have a voice? If they suggest something, do you get defensive or hear their ideas? Are they constantly interrupted by other teammates? Is the environment conducive to a productive meeting or is it absolutely freezing and they can’t wait to get out of there (don’t scoff; a comfortable room temperature is actually very relevant to productivity)?
5.) Rewards and general concerns. While accomplishing a specific goal sounds like it should be enough, more often than not, it isn’t. Encourage team members to list possible incentives or ways productivity could be increased. In addition, have them list any general concerns they may have about how the meetings are run. This could be scheduling or even fairness. I worked nightshifts at a previous job, and until someone mentioned it all meetings were held at 3:00 in the afternoon. That’s great if you work day shift, but it’s an awful time for nightshift. Everyone was much happier when meetings were changed to 8:00 in the morning, right between shift changes.