Daily team meetings (or huddles as I call them) are a vital part of any team wanting to drive their productivity and their results. Many businesses try having a daily meeting to see if they can improve how their days turn out. For a lot of businesses these meetings are really useful for the first few days or weeks and then the impact wanes.

This article offers you six simple strategies to move your daily team huddle from a burden on your team’s time to a key part of your working day.

 

Standardise your agenda

My first point is to ensure that your daily huddle’s agenda is consistent. I recommend that you standardise it and realise the effectiveness of this meeting format through its repetition. Going over the same points every time you meet help to embed that certain things are important.

You can change the agenda over time, but include the items that are important for your team to control and master and repeat, repeat, repeat…

Link your business process to your agenda

Extending the previous point about having standard agenda points, you have the opportunity to link key process steps from your business into your team huddle. By doing this you can help to ensure that the critical points in your process are either being handled or are constantly re-booted.

If you are constantly re-booting your processes, you can use the team meeting as a way to fix the current activities and routines that are present in your business.

Try having the meeting standing up

This point is more to do with productivity and the fact that I don’t like meetings where people come and hide away from doing ‘real’ work. I also don’t like meetings that are longer than they need to be and standing up helps to stop that problem.

When meetings are held standing up the attendees tend to focus on the subject in question and this helps to reduce the overall time of the meeting. Don’t allow chairs to creep in, or people to sit on the end of desks, if you decide to try this approach.

Ensure that everyone attending has a part to play and knows how to play

I like to avoid having people attend a team meeting and not know what they are meant to be doing, after all if they haven’t got some part to play why are they invited in the first place?

Breaking down the meeting so that you know what each person needs to bring to the meeting and how they play their part is essential when designing an effective routine meeting.

What do you want each person to bring to your meeting and what do you want them to do if the results aren’t as good as you need them to be?

Ask this question for each participant of your meeting and see if your answers help you to shape the meeting agenda and format.

Capture the team’s actions and manage

It is highly likely that your team won’t always be perfect, and neither will the results of your business. The issues that the agenda helps you to identify need to be turned into actions and the actions subsequently managed.

Keeping the actions visible at the place where you congregate for your meeting is a good strategy; if you see them often then you might do something with them!

Include a quick run through of the actions as part of your daily meeting and push the team to progress the actions, even if it is only a tiny step that gets completed.

Make it shorter and punchier

After the first few meetings there is the chance that additional items find their way onto the agenda. The additional items plus a growing list of actions is a sure-fire way of extending the meeting past its original planned duration. If the meeting gets too long then the impact it has on the participants working day could derail your meeting altogether.

Keep an eye on the time and find ways to slowly snip the time back to a shorter and punchier meeting. Don’t cut corners in order to do this but be assertive and manage time as effectively as possible.

 

These six ideas can help turn a ‘going through the motions’ meeting to become a really effective part of the working day. Remember what the purpose is for your team meeting and see if you can invigorate it into something really powerful.

 

Giles

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Giles Johnston

Giles Johnston is a Chartered Engineer who consults with businesses to improve their productivity and on time delivery performance. Giles is also the author of Business Process Re-engineering and the creator of the Making It Happen toolkit.