How to Run Meaningful Team Meetings (Even When You’re All in Different Places)

Practical tips for care managers to connect teams across shifts and locations.

In homecare, bringing your team together isn’t easy.

You’ve got carers on different shifts, in different areas, delivering one-to-one support in people’s homes. Many of them haven’t met each other — and some may never set foot in your office.

So, when you finally gather your team — whether virtually or in-person — it’s essential that the meeting means something.

At Big Sister, we know how powerful a well-run team meeting can be. It connects the disconnected, strengthens culture, and reminds carers they’re part of something bigger than their rota.

That’s why we built United in Care — to help care leaders build stronger, more united teams, even in the most remote or fragmented environments.

Watch our United in Care Playlist on YouTube for real-world meeting tips, templates, and strategies that work in the care sector.

Why Team Meetings Matter in Homecare

Team meetings are more than just updates — they’re opportunities to:

  • Build connection
  • Share recognition
  • Solve problems together
  • Reinforce your mission
  • Boost morale and motivation
  • Reduce isolation for lone-working carers

A care team that talks, shares, and listens together will always deliver better care — and stick around longer.

Download our Team Meeting Starter Pack in the United in Care Playlist.

Why So Many Meetings Fall Flat

You’ve likely experienced (or hosted) a few meetings that felt like this:

  • One person speaks, the rest stay silent
  • The content is dry or repetitive
  • It feels rushed or unstructured
  • Only office staff speak — carers feel like observers
  • No clear action or takeaway at the end

When meetings feel like time wasters, staff won’t attend again.
But when they’re meaningful? They become the heartbeat of your team.

7 Tips for Running Great Team Meetings — No Matter Where Your Staff Are

Whether you’re bringing people together online, in small groups, or one-on-one, here’s how to make your meetings matter.

1. Give Every Meeting a Clear Purpose

Don’t just meet because it’s on the calendar. Ask:

  • What outcome do I want?
  • What will the team gain?
  • What feedback or insights do I need?

Examples of meeting goals:

  • Share updates and celebrate wins
  • Tackle one key challenge
  • Offer a space to connect and be heard
  • Roll out a new process or training

State the goal upfront so carers know why it’s worth attending.

2. Keep It Short, Structured, and Regular

Less is more. Aim for:

  • 30–45 minutes max
  • Monthly for full team (if possible)
  • Clear agenda shared in advance

Short, consistent meetings are better than occasional long ones. And if you have a large team, run separate regional or shift-based calls — or rotate attendance across smaller groups.

Download our Sample Team Meeting Agenda Template in the Playlist.

3. Start with Recognition or Connection

Lead with heart, not tasks.

Examples:

  • “Let’s start with some good news from the field.”
  • “This week’s shout-out goes to…”
  • “What’s one thing that made you smile at work recently?”
  • “Who’s done something great this week?”

When people feel seen, they’re more likely to engage.

4. Include One Topic That Matters to Carers

Each meeting should cover at least one discussion point that’s for them, not just about the business.

Examples:

  • “What would make your day easier?”
  • “How are the new scheduling tools working?”
  • “What’s one thing we could do to support you more next month?”

You’ll be surprised how valuable their insights are — and how much it boosts morale to be asked.

Explore “Listening Questions That Work” in the United in Care Playlist.

5. Rotate Who Speaks

Make space for more than management.

Invite:

  • Carers to share feedback or stories
  • Office team to introduce themselves
  • New starters to introduce themselves
  • Senior carers to lead short updates or training slots

When everyone has a voice, the team feels more united.

6. Follow Up with Actions — And Celebrate Them

Nothing kills trust faster than asking for feedback and doing nothing with it.

End each meeting by:

  • Summarising key takeaways
  • Sharing what will happen next
  • Thanking carers who contributed
  • Committing to action — and following up next time

Then celebrate wins:

“Thanks to your suggestions, we’ve updated the rota release process.”
“Several of you asked for dementia refresher training — it’s now scheduled.”

7. Mix Up the Format Occasionally

Don’t be afraid to shake it up:

  • Run a “Thank You” meeting with no agenda except gratitude
  • Host a quiz or game-based session
  • Invite a guest speaker (nurse, client, or family member)
  • Try a “Team Q&A” format where carers submit questions in advance

Make your meetings something people want to attend — not something they dread.

Bonus: What If You Can’t Get Everyone Together?

If live meetings aren’t always possible, try:

  • Voice note roundups
  • Weekly “team update” emails or WhatsApp broadcasts
  • Recording short videos with updates and thank-yous
  • Surveys or polls with follow-up calls

Connection doesn’t have to be face-to-face to be powerful.

Download our Remote Communication Toolkit in the Playlist.

United in Care: Helping You Bring Teams Together

Whether your carers are spread across 50 postcodes or work in the same town, they deserve to feel part of a team.

Through United in Care, we help you:

  • Run better meetings
  • Improve communication
  • Strengthen team culture
  • Build trust between carers and management
  • Reduce isolation and turnover

More Info

  • Explore the United in Care YouTube Playlist here
  • Follow @bigsisterhomecare on Instagram for connection tips and updates
  • Join Big Sister and create a care business where people feel truly part of something

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