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Teamflect User Training Meeting Agenda
Teamflect User Training Meeting Agenda
Livia avatar
Written by Livia
Updated over 5 months ago

Quick Reminder: This is a detailed sample agenda for end-user (people managers and their respective individual contributors) training sessions, which can be fully customized with the assistance of your assigned Customer Success Manager.

Session Duration: Depends on the modules utilized by the company. Please see the estimated duration for each module below.

1. Welcome and Introduction (5 minutes)

  • Introduce the trainer.

  • Explain the purpose of the training session and what participants can expect.

  • Emphasize the importance of understanding Teamflect for effective collaboration and productivity.

2. Understanding Teamflect (5 minutes)

  • Provide a comprehensive overview of Teamflect's purpose and benefits.

  • Explain how Teamflect is very well integrated with Microsoft Teams, and their Outlook calendars.

  • Emphasize how they can perform the same actions both in Teamflect and Microsoft Teams.

3. Practical Use Cases (3-5 minutes)

  • Delve into practical use cases for each module within Teamflect, showcasing real-world scenarios where the platform can significantly impact productivity and communication.

  • Illustrate how Teamflect can be utilized for goal and task tracking, meeting preparation, note-taking, feedback, and recognition, as well as for conducting surveys and reviews.

  • Click here to view the presentation on beneficial use-case scenarios.

4. Navigating the App (10 minutes)

  • Detail the process of accessing the Home, Activity (Notifications), and Help Center sections.

  • Walk participants through the viewing of their user and role information, user settings, uploading attachments to their user profiles, emphasizing the significance of customizing notifications, and syncing tasks with Microsoft To-Do (if utilized) for seamless task management.

5. Home Page Features (10 minutes)

  • Discuss in-depth the features available on the Home Page, showcasing the dashboard and how it provides an overall view of all modules including ongoing tasks, goals, meetings, reviews, and other relevant activities.

  • Demonstrate how to utilize the "My People" tab effectively, emphasizing the importance of viewing existing manager(s) and direct reports, maintaining strong relationships within the organization, and utilizing the feature for efficient communication and further collaboration.

6. Goals Module (20-25 minutes)

Objective: Deliver a comprehensive walkthrough of the Goals module functionalities.

Agenda:

  1. Introduction to the Goals Module

    • Overview of the module’s capabilities and its role in performance management.

  2. Creating and Managing Goals

    • Step-by-step guidance on how to create new goals.

    • Instructions on generating a SMART goal description using AI support.

  3. Goal Measurement Types

    • Discussion of various measurement types available.

    • How to assign these measurements to individual contributors or teams.

  4. Monitoring and Adjusting Goals

    • Techniques for effectively monitoring progress towards goal achievement.

    • Demonstrating the process for editing the weight of specific goals to reflect their changing significance.

  5. Enhancing Goal Alignment

    • Explanation of the importance of subgoals and tasks.

    • How to integrate subgoals and tasks to align better with primary objectives and accurately measure overall progress.

  6. Teamflect Integration with Microsoft Teams

    • A brief introduction on how to add Teamflect to private chats or groups in Teams.

    • Demonstrating how to assign goals & tasks directly within Teams, bypassing the need to use the main application interface.

7. Meetings Module (10 minutes)

Objective: Showcase the seamless integration of Teamflect with Outlook calendars and demonstrate the comprehensive features for managing meetings within the platform.

Agenda:

  1. Integration with Outlook Calendars

    • Demonstration of how Teamflect syncs with Outlook calendars, ensuring all scheduled meetings are up-to-date and visible within Teamflect.

    • Step-by-step guide on accessing meetings from the Teamflect dashboard.

  2. Navigating the Meetings Interface

    • Showcasing the transition between different views (Agenda View and Week View) in the Teamflect meetings calendar.

  3. Understanding 1-on-1 Meetings

    • Definition and significance of 1-on-1 meetings in fostering direct communication and mentorship.

    • Explanation of the toggle feature to filter out 1-to-many meetings, focusing solely on 1-on-1 interactions.

  4. Conducting Effective 1-on-1 Meetings

    • Illustrating a typical 1-on-1 meeting setup within Teamflect.

    • Guiding on how to prepare and manage meeting agendas, allocate time efficiently for each talking point.

    • Utilizing check-in templates to facilitate meaningful discussions and ensure consistency across meetings.

    • Assigning action items and taking detailed notes for thorough documentation and follow-up.

  5. Enhancing Meetings with Recognition and Feedback

    • Importance of using meetings as a platform for providing real-time, constructive feedback.

    • How to acknowledge and celebrate team members' achievements during meetings to boost morale and engagement.

  6. Integrating Meeting Content with Teamflect’s Features

    • Explanation of where suggestions for talking points originate and how they are tailored to the meeting’s context.

    • Demonstrating how to view related activities such as task and goal completion, feedback, recognitions, and survey responses on the Meetings page.

  7. Teamflect and Microsoft Teams Integration

    • Step-by-step demonstration on adding Teamflect to a Microsoft Teams 1-on-1 meeting.

    • How to access and manage Teamflect’s meeting features directly within the Microsoft Teams meeting interface.

    • How to see goals and present latest reviews with the Microsoft Teams meeting interface without sharing screen.

8. Tasks Module (10 minutes)

Objective: Provide a detailed walkthrough of the Tasks module in Teamflect, emphasizing effective task management techniques and the benefits of integration with Microsoft Planner.

Agenda:

  1. Overview of the Tasks Module

    • Introduction to the module's capabilities and its role in overall project and performance management.

  2. Creating and Managing Tasks

    • Step-by-step guidance on how to create new tasks within Teamflect.

    • Tips for assigning tasks to team members, including setting deadlines and priorities, locking tasks to avoid modification by assignees.

  3. Prioritizing Tasks

    • Techniques for prioritizing tasks based on urgency and importance.

    • How to use Teamflect’s features to sort and filter tasks effectively.

  4. Using Labels for Organization

    • Demonstrating how to assign and utilize labels to tasks for better categorization.

    • Examples of label usage to organize tasks by project, department, or priority.

  5. Setting Up Recurrence Rules

    • Instructions on how to set up recurrence rules for repeating tasks.

    • Different options for task recurrence, such as daily, weekly, monthly, or custom intervals.

  6. Integration with Microsoft To-Do

    • Benefits of syncing Teamflect tasks with Microsoft Planner, highlighting the streamlined task management process across platforms.

    • Step-by-step demonstration of how to set up synchronization between Teamflect and Microsoft Planner.

9. Reviews (10-15 minutes)

Objective: To provide a thorough understanding of the Reviews module, including administrative responsibilities, configuration options, and the complete review cycle to foster continuous improvement and effective performance evaluation within the organization.

Agenda:

  1. Introduction to the Reviews Module

    • Overview of the module and its strategic importance in performance management.

  2. Administrative Responsibilities

    • Initiating Reviews:

      • How admins and managers can initiate new reviews for individuals or teams.

    • Managing the Review Process:

      • Techniques for efficiently managing the review process, including tracking completion rates as well as sending reminders for on-time submissions.

  3. Completing a Teamflect Review Cycle

    • Self-Review:

      • Explanation of the self-review process and its role in self-assessment and personal development.

    • Manager Review:

      • How managers can conduct reviews, provide feedback, and rate performance.

    • Review Discussion:

      • Guidelines for conducting effective review discussions that are constructive and oriented towards growth.

    • Finalization and Signature:

      • Procedures for finalizing reviews and obtaining necessary signatures to ensure formal acknowledgment and closure.

  4. Examples of Reviews in Different Stages

    • Display of actual examples from the Teamflect platform showing reviews at various stages: waiting for self-review, draft, waiting for reviewer, waiting for finalization, and finalization.

    • Insights into how each stage is managed within the platform, highlighting the flow and interactions involved.

10. Surveys Module (10 minutes)

Objective: Provide an in-depth look at the Surveys module, highlighting its critical role in gathering insights and feedback from team members and stakeholders, with an emphasis on the benefits and execution of anonymous surveys.

Agenda:

  1. Introduction to the Surveys Module

    • Overview of the module’s capabilities and its strategic importance in organizational feedback and decision-making processes.

  2. Submitting Surveys

    • Discussion on different types of surveys available, focusing on engagement, satisfaction, and specific projects.

    • Highlight the importance of submitting the surveys on time since they expire and become unavailable if the due date passes.

  3. Anonymous Surveys

    • Benefits of using anonymous surveys to ensure honest and unbiased input.

    • Detailing the measures taken to maintain respondent anonymity and protect data integrity.

  4. Leveraging Survey Data

    • Examples of how survey data has been used to make informed decisions, improve processes, or enhance team dynamics.

11. Feedback Module (10 minutes)

Objective: Equip participants with the knowledge to use the Feedback module effectively, demonstrating instant feedback capabilities, AI integration, and the implementation of 360-degree feedback to enhance open communication and foster a growth-oriented culture.

Agenda:

  1. Introduction to the Feedback Module

    • Overview of the module's capabilities and its role in facilitating ongoing performance dialogue outside of formal review periods.

  2. Instant Feedback Provision and Request

    • How to instantly provide and request feedback within Teamflect.

    • Step-by-step guide on initiating feedback requests to colleagues, managers, or direct reports.

  3. Utilizing 'Summarize with AI' for Feedback Analysis

    • Demonstrating the "Summarize with AI" feature to quickly analyze feedback received, highlighting key themes and actionable insights.

  4. Setting Up and Conducting 360-Degree Feedback

    • Explanation of the 360-degree feedback process and its importance in comprehensive performance evaluation.

    • How the process can be initiated by both admins and end-users, detailing the steps for each.

    • Discussing the inclusion of various feedback providers, including internal peers, managers, subordinates, and even external stakeholders.

  5. Leveraging 360-Degree Feedback

    • The critical role of 360-degree feedback in providing well-rounded perspectives on performance and behavior.

12. Recognitions Module (10 minutes)

Objective: To illustrate the crucial role of the Recognitions module in fostering a culture of appreciation and motivation, demonstrating how to effectively acknowledge team efforts and achievements through recognitions and rewards.

Agenda:

  1. Introduction to the Recognitions Module

    • Overview of the module’s purpose and its impact on enhancing team morale and engagement.

  2. Giving Recognitions

    • Step-by-step instructions on how to give recognitions within Teamflect.

    • Discussion on different types of recognitions and the scenarios in which they are most effectively used.

  3. Viewing Company-Wide Recognitions

    • Demonstration of how employees can view recognitions across the company.

    • Discussing the benefits of a transparent recognition system where everyone’s contributions are visible, enhancing the sense of achievement and belonging.

  4. The Rewards Tab

    • Introduction to the Rewards tab and its functionalities.

    • How companies can set up a rewards program that allows employees to accumulate points through recognitions.

    • Step-by-step guide on how employees can redeem their points for awards, gifts, or other incentives as defined by the company.

13. Notes Module (3-5 minutes)

Objective: To provide a detailed overview of the Notes module, demonstrating its utility in effective note-taking, organizing important information, and maintaining the appropriate balance between confidentiality and transparency.

Agenda:

  1. Introduction to the Notes Module

    • Overview of the module’s features and its strategic importance in information management and retention.

  2. Effective Note-Taking Practices

    • Best practices for taking comprehensive and actionable notes.

    • Tips for quickly capturing key points during meetings, discussions, or while working independently.

  3. Organizing Notes

    • How to categorize and tag notes within Teamflect for easy retrieval.

    • Demonstrating the process of organizing notes taken during 1-on-1 meetings, ensuring they are linked to specific meeting instances and agendas.

  4. Accessibility of Notes

    • Step-by-step guide on how to access and search for notes within the platform.

    • Discussing the use of filters and search functionalities to quickly find relevant notes based on date, tags, or content.

  5. Private vs. Shared Notes

    • Explanation of the difference between private and shared notes.

    • How to decide when to keep notes private and shared.

  6. Integration with Other Modules

    • Showcasing how notes can be integrated with other Teamflect modules like Meetings.

14. Q&A (10 minutes)

  • Allocate time for an extensive Q&A session, where participants can ask questions, seek clarifications, and share their experiences and challenges with using the platform.

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