9.6.5 – Weekly Staff Meeting

Staff meetings should be done on a weekly basis – it is often best to hold the meeting the same time/day each week (e.g. every Wednesday at 1PM) Refer to the following presentations for additional information:

Why Team Meetings?

Team meetings help you drive results by:

  • Building a cohesive and high-functioning team
  • Establishing yourself as a leader
  • Sharing knowledge and information
  • Motivating the team
  • Reviewing progress and results
  • Communicating key messages
  • Setting expectations
  • Instilling personal accountability

Keys to Successful Team Meetings

  1. Build the Team.

Introduce activities at the beginning of a meeting to break the ice and engage the team. This allows the team to get to know each other and build trust, as well as energizes them for the meeting.

Team Building and Energizer Ideas

  • Ask each person to share a unique fact about themselves
  • Play a short, engaging video clip and have each person share one insight
  • Ask each person to share their dream job (if money and skill were irrelevant)
  • Ask each person to share a “hidden talent” – one that most people are not aware of
  1. Keep It Simple.

Keep your meetings:

  • If it feels slow/long for you it feels that way for them, too.
  • Ensure that the meeting is interactive and inject fun.
  • Create Value. Ask the team what they would like to cover during the meetings to ensure the meeting is a good use of time.
  • Shared Ownership. Get the managers to present and/or share information and knowledge on a regular basis.
  1. Motivate and Reward.

Keep your team motivated by recognizing their achievements and reinforcing positive behaviors. Below are some ideas to help you do that.

  • Have your staff split into teams of two. Spend five minutes brainstorming ideas on how to motivate and reward in team meetings. Have each partnership share their ideas with the group.
  • Fun Awards. Rotate a point person to give fun/goofy awards on a regular basis. Have a roaming trophy that is given based on some criteria (most unique customer experience, etc.)
  • Competitive Individual Awards. Provide an award to the person who has the highest overall metrics.
  • Team Awards. Consider ways to provide incentives for team-related achievement.
  1. Support and Challenge.

The General Manager is responsible for the overall “health” of the team. In your role as the team leader, you are responsible to provide both support to your teammates and challenge them to achieve success.

Support your team by:

  • Providing ideas/suggestions on how to address issues.
  • Acknowledging team members for solving problems.
  • Asking the team what support they need.
  • Sharing success stories.

Challenge your team by:

  • Giving the team scenarios and asking them how they would work through them.
  • Bringing business challenges to the team and brainstorming ways to improve or resolve the challenge.
  • Asking the team to read articles/information prior to the session and discuss how to apply the concepts in the club.
  1. Provide Individual Updates.

Spend a couple of minutes in each meeting listening to individual team members’ updates. Keep this portion of the meeting short (less than 2 minutes) and relevant. You may want to have different themes to guide each meeting, such as:

  • Past week/month successes and upcoming week/month goals
  • Key learning from the past week
  • Current challenges and ideas for improvement
  • Cross-functional issues that need to be addressed
  1. Maintain a Consistent Agenda.

Keep the meeting agenda consistent so that you can keep to the time limit of the meeting. The table below provides some recommendations for a 30-minute and 60-minute meeting.

Activity Percentage of Time 30-minute Meeting 60-minute Meeting
Open Meeting with Team Builder/Energizer Activity 10% 3 min 5 min
Provide Team Update of Performance vs. Plan 20% 4 min 10 min
Provide Individual Updates 20% 5 min 10 min
Support and Challenge Team Members 40% 15 min 30 min
Give Awards and Recognition 10% 3 min 5 min

Keys to Successful Team Meetings

  1. Make sure there is a clearly stated objective or purpose in the meeting and an expectation of what the outcomes and aligned deliverables will be.
  2. Agree on time blocks and keep the team moving–stay on time.
  3. After each time block, recap the discussion and restate any decisions.
  4. Before moving on to a new subject, make sure the group comes to some alignment.
  5. Watch for rabbit holes – these topics will always sidetrack the group and turn into a downward spiral.
  6. Watch for team member’s soapbox – someone revisiting the same issue over and over again.
  7. Use the parking lot to “park” rabbit holes, soapbox topics and reoccurring themes.
  8. Anticipate some of the issues and think about ways to move people from opinions and value statements to discussions about the facts and options.
  9. Ask someone to scribe during the meeting.
  10. Guide the group to discuss what the next steps are.