The 10 Minute Tactic
How often do you walk away from meetings at work feeling like it was a complete waste of time?
Perhaps someone from finances gets totally bogged down in the figures and everyone starts daydreaming. Maybe the marketing whizz is more focused on checking their Instagram than delivering their daily update. Could it be that the shy staff member who would rather bungy jump naked than speak in a group setting never weighs in at all?
There are countless reasons why meetings can be ineffective. One of the most common is that there is no set agenda and meetings are not set up to be short, sharp and effective.
I can’t emphasize enough how important it is to follow an agenda and stick to a routine. This is true of all meetings from daily huddles with your immediate team through to the annual staff planning retreats.
In my last 10 Minute Tactic I shared with you the importance of a robust communication structure and encouraged you to implement The Communication Pyramid (link to download). Today, you’ll learn why sticking to an agenda is crucial for effective communication and why the Meeting Rhythm is a game-changer for businesses.
The Standard Meeting Rhythm is our guide to the regularity with which different meetings should occur and the suggested duration for each. Meetings that Matter are about clear agendas, routines and keeping things succinct.
None of us have time for meetings that simply waste time!!
Settings agendas ensures that everyone knows the reason for the meeting, every time. Agendas give the meeting structure, putting everyone on the same page. Say goodbye to meetings attended by unprepared staff who veer way off course. Hooray!
Meetings That Matter x 3
Here are three examples of different meetings and key objectives. Scroll down for a download of the complete Agenda Template.
The Huddle – Daily
The Huddle is a way for each department to come together daily for a short, sharp prep and review.
It should occur at the same time each day and be no longer than 15-20 minutes. KPIs are addressed first before each person discusses (briefly) what they’re working on before moving onto something they’re stuck on or are finding challenging. Lastly, a bit of news is shared. News need not be work related. Be it running 10 kilometres that morning, being glued to The Bachelor or winning the footy tipping comp, it’s a light-hearted way to wrap up The Huddle and helps people feel connected.
The Team Sync – Weekly
These weekly meetings include ‘What Went Well’ (WWW) and ‘What Could Be Better’ (WCBB). ‘Wins’ are also celebrated such as getting a new client on board, reaching an important sales target etc. Why not purchase a nice, shiny bell and give it a big ring-a-ding-ding for those all-important wins?
As per the daily huddle, these agenda items offer insight into what people are working on and where challenges may occur in the coming week. This help employees understand challenges at play for one another and for the team as a whole, creating synchronicity within the team.
Board Meetings – Quarterly
Patrick Thean, business strategist, entrepreneur and best-selling author of Rhythm says you can’t have a great year without four great quarters. That’s why we advise that Board Meetings occur quarterly. Key agenda items include reviewing the company’s finances, looking at performance against plan as well as identifying areas for growth and future opportunity.
But wait there’s more!
Adopt the Meeting Rhythm and follow the clear objectives set out for each meeting and you’ll improve efficiency, communication and productivity in your business.
For a copy of the Meetings That Matter that all my clients implement, simply click on the button below.
As a business coach, I want nothing more for your business to learn that there are wins to be had by having Meetings That Matter and that the bell you purchased is getting a great workout!