Do You Have Meeting Rhythm?
by Howard Shore, Date: Nov 12, 2009
It may be a surprise, but in most organizations there are not enough good meetings. You might be saying there is no time for any more meetings, but when properly executed, good meetings will save you time and will make you more money!
This article focuses on how to develop good meeting rhythm in your organization in order to save you time and money. When you conduct a series of meetings that build upon each other, they allow management to see patterns that will help them to make better and faster decisions. In addition, by communicating in focused, structured, and organized fashion, you cut a lot of the inefficiency out of the organization.
The meetings every organization should have and their purposes should be as follows:
- Annual Meeting – Discuss progress on last year’s goals, and set and get alignment among your management team around the goals you plan to achieve for the next year.
- Quarterly Meetings – You measure progress toward your year-end goals and discuss what you need to do in the next 13-week race to stay on track.
- Monthly Meetings – Focus on monthly learning. These are opportunities for the management team to start developing the next levels in the organization. This should be a two- to four-hour meeting for the extended management team to review progress with everyone, discuss financial results, and to make appropriate adjustments. It is also a great time to do an hour or two of specific training.
- Weekly Meetings – These are issue-oriented meetings and strategic gatherings. At these meetings you discuss progress toward the top 5 critical initiatives in the organization (you have identified these right?), look at leading key performance indicators, customer and employee feedback, and spend 30 minutes on one single big issue. A big mistake made at weekly meetings is covering everything every week. As a result, weekly meetings tend to be too shallow. It is recommended that the management team pick a focus for the month or quarter to be the priority for your weekly meetings. By moving that one large priority for the month or quarter, you make a big impact on driving your business forward.
- Daily Huddles – These are 5-15 minute stand-up meetings for everyone in the company, but not necessarily everyone in the same meeting. The purpose of these huddles is to help make sure that everyone is focused on the right activities, identify where people are stuck, create peer pressure to achieve key deliverables, and create daily contact among all team members. Companies that do huddles have found that it has made their days much more efficient and weekly and monthly meetings much more productive.
- Specific Purpose Meetings – These meetings only include those people necessary to get something done, remove a bottleneck, and/or are designed to make a decision.
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