In this guide, I’ll share my experiences in managing operational teams, focusing on effective meeting rhythms. It’s important to remember that each team is unique, and there’s no universal solution. However, the strategies I’ll outline have worked for me and may work for you.
A well-structured meeting rhythm is vital for instilling operational discipline within a team. When team members understand clear expectations and the framework within which they operate, they are likelier to perform well. This structured approach may seem rigid, but actually gives you freedom.
However, many leaders need help to implement a structured approach effectively. The main challenge is often the need for a clear framework. Additional barriers include:
Hesitation to commit to specific meeting times.
Uncertainty about what to include in the agenda.
Past experiences of unproductive, lengthy meetings.
Concern about resistance or pushback from team members, often stemming from a reluctance to be held accountable.
In this article, I will present a framework that has consistently helped me establish a productive meeting rhythm. This approach is designed to actively engage your team and foster a culture of accountability, ultimately leading to better results.
Every team is different, so please make sure to create your own format, but stick to the guiding principles in the Expert Tips at the end of the article.
Step-by-Step Guide to Meeting Rhythms
Daily Meeting: The Pulse Check
What to do: Conduct a short, daily stand-up meeting. 10-15mins
Why it’s important: It helps in tracking daily progress and identifying immediate issues.
How to do it: Each team member shares their daily goals, challenges, and a key performance number. Keep the meeting short to maintain focus. Address problems outside this meeting to avoid delays.
Outcome: You’ll have a daily snapshot of your team’s progress and can quickly address any emerging issues.
Weekly Meeting: The Strategic Sync
What to do: Hold a comprehensive review meeting once a week.
Where many go wrong: Often, these meetings are inconsistent in timing and content.
How to correct it: Schedule it at a regular time, preferably at the start of the week. Cover good news, client feedback, KPI reviews, sales forecasts, and progress on the 90-day plan. Keep it positive and upbeat, with a focus on solutions rather than problems.
Outcome: This meeting sets the tone for the week, ensuring everyone is aligned and focused on the right priorities.
Monthly Meeting: The Deep Dive
What to do: Extend your weekly meeting format once a month for a more in-depth review. 90mins – 2 hours
Motivation: This is your chance to take a step back and look at the bigger picture.
How to implement: Similar to the weekly meeting, but with extra time for detailed financial reviews and thorough discussions on the 90-day plan. Prefer in-person meetings for better engagement.
Outcome: Provides a broader view of the team’s progress and allows for strategic adjustments.
Conclusion: The Power of Rhythm
All this may seem daunting, but it’s essential for operational success, especially in dynamic environments like trade contracting. It ensures regular touchpoints for issue resolution and support, fostering a proactive rather than reactive approach. While some resistance is natural, persistence pays off. Tailor the approach as needed, but maintain the rhythm. All high-performing teams I have been involved with benefit from structured meetings, leading to clarity, accountability, and enhanced performance.
Work out what suits you best. Experiment, and don’t be afraid to change it up if it is not working. But don’t give up – expect pushback – not everyone likes to be held accountable.
EXPERT TIPS:
- Same time and day ALWAYS
- Don’t be late, and don’t accept others being late
- Be prepared: Reports/dashboards need to be updated before the meeting
- Consistency – when you think you don’t need a daily huddle – keep going
Below are sample agendas for each meeting:
Daily Huddle:
- What I am up to today
- Where I’m stuck and might need help
- What’s my daily number – this may be boots on the ground, items installed, progress made, service calls achieved, sales, etc.
Weekly / Monthly Meeting:
- Good news – share any wins for the week and celebrate successes
- Safety
- Client feedback – what have we learned from our clients this week
- Results for last week – review the financial and non-financial KPIs
- Sales forecast – update progress review any work that may be at risk
- 90-day plan – tracking our actions. Is anything off-track
- Issues list – there’s always something coming up that needs to be fixed in the business it gets put on the issues list, and monthly we can triage the list and work out what news to be solved first.
Meeting Rhythm falls into the Execution part of the Trade Contractor Operating System.