One of my clients was frustrated with her Monday morning team meeting.
It was taking half an hour to an hour and achieving very little except everyone stating the work they were doing for the week.
She didn't want to devalue the team environment but felt the meeting was a waste of everyone's time.
I suggested she change the meeting to fifteen minutes and focus on two sole purposes:
1. Outline the key business priorities and targets for the week
2. Provide an opportunity for anyone to ask for the help or advice they need to complete their work
To support this change in strategy, we developed a shared document in Excel which each person, including my client, had to complete by three pm Friday afternoon; ready for the Monday morning meeting.
Everyone in the team had to outline their key tasks for the following week. The owner/CEO reviewed these, developed her overall key business priorities for the week as well as any questions she had for staff which would be raised in the meeting.
It was each person's responsibility to update the document by the 3pm deadline.
If they didn't, there was a consequence: the 'offender' had to pack and unpack the dishwasher for the week. If they continued to not complete this required task, this would be discussed at a performance meeting.
All staff had to read the document prior to coming to the Monday morning meeting so they knew what everyone else was working on to determine if help was required, either by them or for them.
The following changes were implemented for the team meeting:
• Limit of fifteen minutes
• Standing instead of sitting
• Focus on key decisions and actions required rather than information sharing
• Create opportunities to ask for help in a supportive team environment
• Introduce accountability, responsibility and consequences