If youve just taken on the new manager role, the first staff meeting can be an intimidating albeit exciting experience. On the one hand, you dont know most people, and you are unsure how they will react to you as their manager. On the other hand, you want to make an excellent first impression and set the tone for future meetings.
Dont worry – with some planning and preparation, you can confidently lead your first meeting with employees and set your team up for success. From setting an agenda to fostering open communication, we will cover all the information and tips required to make your first staff meeting as a new manager successful.
Starting a new management role can be daunting. You’re stepping into a position of leadership over a team who knows each other but doesn’t know you yet. Your first staff meeting is a big opportunity to get off on the right foot. Handled well, it can help build connection, alignment, and engagement right out of the gate.
I’ve been there before myself as a new manager Those first team meetings can feel intimidating and it’s normal to have some nerves! But going in prepared and intentional will help you exude confidence and competence This guide will walk through how to master your initial all-hands meeting with your new staff.
Do Your Homework To Get Ready
To ace your first staff meeting, proper preparation is key. Here are a few things I suggest focusing on:
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Learn your team members’ names roles, and responsibilities. Review the organizational chart and employee profiles. Put faces to names by looking them up online or in the company directory.
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Understand team dynamics. Meet with your manager and colleagues to get insight on team culture, strengths, challenges etc. Know if there are any issues under the surface you should be aware of.
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Research the organization. Brush up on mission values products, brand identity, recent news. Get up to speed if you’re new to the industry.
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Decide on your agenda. Outline the topics and content you want to cover during the meeting. Prepare talking points but also be flexible.
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Consider introducing an icebreaker. This helps the team warm up to you in an informal way.
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Dress the part. Make sure you present yourself aligned with company culture. Err on the side of more professional for initial impressions.
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Manage your own nerves. Anxiety is normal! Take time to ground yourself beforehand with deep breathing or a short walk.
How to Run an Amazing First Staff Meeting
Once you’ve prepped, it’s go time! Here are tips to help your first meeting as manager go smoothly:
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Start with introductions. Kick things off by sharing a bit about yourself and your background. Then give every employee a moment to introduce themselves.
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Conduct an icebreaker activity. Quick, lighthearted games help teams loosen up.
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Share your vision and expectations. Communicate your leadership philosophy, priorities, and standards. Discuss team goals.
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Solicit employee perspectives. Ask questions to learn their viewpoints. Make it an open dialogue, not a one-way download.
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Keep meeting length reasonable. Shoot for 60 minutes or less. People tune out past that. Consider breaks for longer meetings.
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Leave plenty of Q&A time. Employees will have questions, so don’t rush. Make note of any you need to follow up on.
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Wrap up with clear next steps. Ensure everyone leaves knowing what they need to do going forward.
Crucial First Meeting Agenda Items
Here are some key things to cover in your first get-together with your new staff:
Welcome and Icebreaker Activity
- Warm greeting
- Your introduction
- Team introductions
- Icebreaker game or questions
Your Leadership Approach
- Management philosophy
- Leadership style
- Ways you like to communicate
- Expectations
Organizational Alignment
- Company mission and values
- Department goals
- Team purpose and objectives
Discovery Dialogue
- Perspectives on team strengths
- Areas for improvement
- Open Q&A
Wrap Up
- Summary of key points
- Next steps and action items
- Expression of excitement about future together!
How Often Should You Hold Staff Meetings?
Once you have your first team meeting down, you’ll need to decide on the right ongoing cadence. There’s no one-size-fits-all approach here. The optimal frequency will depend on your team’s needs and projects.
Some considerations around staff meeting frequency:
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Daily standups are good for teams in sprint mode on a time-sensitive deliverable. Quick status updates and troubleshooting.
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Weekly feels about right for most teams. Timely alignment without meeting fatigue.
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Monthly may work well for distributed teams or those with lots of independent work.
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Quarterly is better for large infrequent check-ins rather than true collaboration.
In general, aim for at least biweekly staff meetings. This provides a balance of shared purpose while still allowing employee focus time. Supplement with one-on-ones for customized coaching.
9 Tips for First Meeting Success as a New Manager
Here are my top recommendations to help you ace your first ever staff meeting and get off to an amazing start:
- Come prepared with clear objectives, agenda, and talking points
- Keep it conversational not a boring download of info
- Involve everyone with introductions, questions, and inclusive dialogue
- Read the room and be adaptable if conversations flow organically
- Bring your personality to build authentic connections
- Listen intently to learn your new team’s dynamics and needs
- Capture open questions and commitments to follow up on later
- Wrap up strong with inspiration about your shared potential
- Follow up promptly on any action items and lingering employee questions
Common New Manager First Meeting FAQs
Here are answers to some frequently asked questions about leading your first-ever staff meeting as a new manager:
What should I cover in my first staff meeting?
Focus on introductions, sharing your management approach, discussing team goals, and learning the team dynamic through open dialogue and questions.
How do I greet new employees in my first meeting?
Welcome them warmly! Share some personal background to build connections. Ask everyone to introduce themselves and their roles.
What activities build team rapport in an initial meeting?
Icebreakers, introductions, Q&As, and discussion about goals/vision get a team engaged interpersonally right away.
How long should a new manager’s first staff meeting be?
Aim for 60 minutes or less. Be crisp and consistent in pacing. Gauge energy levels in case you need to wrap up sooner.
Should I bring food or treats to my first staff meeting?
It couldn’t hurt! Having snacks or treats helps create a welcoming atmosphere.
Conclusion
Your first ever staff meeting as a new manager is a big milestone. With intentional preparation, an engaging agenda, and an open and inclusive tone, you can start your tenure off strong. Be yourself, get to know your new team, and inspire everyone about the possibilities ahead. Maintain that momentum with regular check-ins and one-on-ones. When done right, your first meeting can kickstart cohesion, collaboration and progress on delivering results. Go get ‘em, leader!
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Break the ice
Its always good to start a meeting with an icebreaker, especially if you are meeting for the first time.
Taking some time at the beginning of the meeting to get to know your team using icebreakers can help build rapport and create a more relaxed and comfortable atmosphere. And there are two ways:
- Icebreaker questions: These are interactive questions that help build a connection quickly and usually take 5-10 minutes, depending on the team size. Some great examples include âWhat is your dream jobâ and âWhat superpower do you like.â
- Icebreaker games: These are fun games and activities that involve all members, but better keep them within 15 minutes. Some common team-building activities include Two truths and one lie, One word at a time, and The scavenger hunt.
Icebreakers get people laughing and smiling and allow them to relax. You can use icebreakers in both virtual and physical meetings.Â
Why Is the First Team Meeting Important?Â
The first team meeting is often an opportunity for the manager to introduce themselves and their management style, build a relationship with members, and establish expectations and goals for the team.
Its best to hold the first team meeting as soon as possible after the team has been formed, ideally within the first week.Â
First meetings are important because they determine your first impression. How do you want to be remembered? Do you want to be recognized as a coach, a boss, a strict person, or maybe even a manager who is laid back and doesnt care much about work? The first meeting helps you to achieve the following besides that:
Building trust is crucial if you are a new manager or replacing a former manager. The first meeting allows the manager to get to know the team members personally, which can help better grasp the teams strengths and limitations and manage them.Â
To build rapport, managers can ask open-ended questions and actively listen to what people have to say.
- Setting the stage for future communication
During the first team meeting as new manager, you should discuss and establish ground rules for communication and collaboration. This might entail establishing a team chat channel, planning regular team meetings, or specifying how everyone can reach out to you for feedback.Â
Establishing communication and feedback mechanisms lays the foundation for effective conversations, team bonds, and ultimately, the teams success.
When joining a new team at work, you need to clarify your expectations for team members to ensure that everyone is on the same page and working towards the same goals.Â
A study by Gallup shows that employees are more engaged at work when they have a clear understanding of whatâs required of them
