Constant Meetings Affecting Your Productivity? Here's How To Cut Back on Them!
They’re a bit of a divided opinion going around about meetings.
Some business owners love them. “Of course they’re important Barry! The more the better! Let’s plan everything!”
Other types of business owners think meetings are a waste of time. “Leave me alone and let me get on with my work!”
I don’t think it’s meetings that people particularly dislike… I think business owners just hate wasting time. Meetings can be both short and super productive when they follow the right framework.
First and foremost, I think that the key to successful meetings lies in their structure, cadence and rhythm. At The Game Changers, we love meetings. That’s probably because our meetings are quick, energetic and fun. Most of all, our meetings get stuff DONE.
So today I want to share 3 things to implement that ensure your meetings are kept to a minimum, that they’re concise and productive, and that they allow your business to grow.
Set clear team rhythms
Along with our strategic planning meetings that happen annually, quarterly and monthly, we also have a number of other meetings in our calendar:
- My weekly meeting with my General Manager. This goes for an hour. If I didn’t attend, nothing would burn down - they’re not crisis meetings! They just keep me and my GM in alignment to ensure we’re both working towards the same goals.
- Weekly team meeting. My team meet once for an hour as a group each week. As most of my team work remotely, we host these meetings using Zoom.
- Individual meetings. These can be between team members working on specific projects, or between departments (eg: sales and marketing). They go for about half an hour.
This might seem like a lot. Yet with just a team of 14, we’ve grown a multimillion dollar company that’s scaling fast… and we do it with everyone on the same page.
If you’re a smaller company, I recommend you meet at least once a week with your team. Or you might choose to do 10 minute short ‘toolbox’ meetings with them each morning.
If you’re a larger company of 6+ staff, I’d recommend you meet at least weekly, and potentially have even more intra-department meetings.
Meetings are a good place for everyone to come together and share what’s working, what’s not working, and do something about it.
Have a clear agenda
If you have a meeting format that you use every time, people start to learn to come prepared. They also know what to expect. Now, I’m not saying to be robotic - change up the tempo and energy you drive your meetings with to keep things lively.
For example, the rough agenda for our team meetings goes something like this:
- Start with wins. This is a chance for everyone to share something they succeeded with in the last week. For our coaches, sometimes they will share a client win, which we all love to hear. This gets everyone in a positive mood and sets the tone for the meeting.
- KPIs. First we look at the high-level company KPIs. Then we look a bit further, into projects. Each team member quickly shares whether they are on track, or off track.
We don’t ask for specifics, it’s a simple yes / no kind of report. If they’re on track off track, we park that for review a bit later in the meeting.
- People movement. Who is on holidays? Who needs to leave early on Wednesday? How will their responsibilities be taken care of while they’re gone? Get across the practicalities of what’s happening with your team.
- To-Do. These are tasks assigned to people who were off track on their projects in the last meeting. The tasks were to help them get back on track. Did they get done? What resources (time, money, people) do your team need to complete these tasks?
Shit bits. This is where everyone gets a chance to bring up any problems they’re having or issues they can see. For example, if something has happened with a client. If something they’re working on is falling behind.
Then as a team, we dive in and diagnose how to fix it, decide what needs to be done, and assign a team member to each task to remedy the situation. This ensures that as a company, every week we’re solving problems.
This is hugely important because, as you probably know, business is all about solving problems! Removing bottlenecks quickly is a key reason behind our ability to scale fast.
Before the meeting, circulate an email with the day’s agenda to your team. If you use online messaging such as Slack, ping the #channel with the meeting’s agenda, and make it clear what’s required for everyone to bring. This helps them come prepared and sets them (and the meeting itself) up for success.
Doing this means that there’s no wasted time waiting for someone to find a report or KPI that they didn’t know they’d have to update the team on. Instead, everyone brings what’s required for a short, sharp and useful meeting.
Over to you...
If you’re wanting to learn how run fun, effective meetings that drive your business forward quickly, please feel free to reach out to us by dropping a comment below.
We’d love to teach you everything we know to help you achieve the rapid growth and results that our Opulence clients do.
A bit about us - our business growth program The Opulence System™ takes business owners from struggling and overworked to 3x growth and profits while getting back 10 hours a week within 6-12 months.
If you’re a business owner looking to scale and grow, please reach out. We’d love to have an honest conversation about your business and whether we can help you. Just leave a comment below, or get in touch on one of our social channels.