You Don’t have to dread having Meetings! On this episode of Coffee Break, Chad Lingafelt chats with Thomas Heavey, our Training Director, about how we’ve transformed our Team and Company Culture through informative Meetings. We dive deep into Why we do Team Meetings, How we do Team meetings, & the Benefits of these meetings.
We have 3 Major Meetings at Loc-Doc Security:
- All Team Meeting on Monday Morning to Kick off the Week (15 minute Conference Call)
- All Team Meeting on Wednesday Morning (90 minute Group Gathering at Headquarters)
- Leadership Meeting Following the All Team on Wednesdays (30 minutes)
How you manage your meetings reflects the leadership and management of your Organization! If the meeting is inconsistent with starting on time, or there is no specific goals set or outcome for the meeting, your business is probably run in the same fashion. You can send a clear message about your culture to your team by the way that you or your leadership conducts meetings. Be sure that your team members know in advance what is expected ; having clear expectations of start and end times can help inspire efficient and productive meetings.
Here are 7 Tips that have helped to improve our meetings!
Tip 1: Start on Time
We ensure each meeting starts on time and ends on time, that everyone is on the call or in their seat because we respect each team members time. It’s a simple but effective message to send when your meetings start on time and end on time. We strive to honor our dismissal time so that our team and our customers won’t be impacted by any late arrivals.
One of the first things that we do to kick off our Wednesday Team Meetings, is to have each team member share 1 positive thing that happened during the week. Starting the conversation on a positive and encouraging note helps to drive the right culture of positivity leaving everyone in a great frame of mind and receptive to learning.
Tip 2: Keep it On Track
We have a set agenda or format to keep the meeting on track. After discussing and informing the team of new items to be aware of or upcoming events, we usually break into small groups to focus on specialized training for each department. This ensures that we utilize the time wisely and our small groups can focus on developing their skill set within their own realm. For example, we have different education specifically for team members in the electronics division, locksmith division, and even accounting department. Instead of broad education with all team members, we get down to the micro level.
Tip 3: Use Technology and a Shareable Platform
We use Google slides to present in meetings which is easy to utilize, has the ability to have multiple contributors, and everyone is able to manage their portion of the presentation.We also use RingCentral for communication. Our meeting is live streamed to team members that work remotely and each meeting is archived for reference.
Tip 4: Collaborate with your Leadership
We gather once a week with our leaders to communicate 4 things in each department.
- A Big Win – Something Accomplished that they’ve been working on.
- Benchmarks – What is expected and is it being met?
- What they need help with
- Next Big Thing – What they are working on?
We ensure this meeting is brief and efficient by making it technology free (no cell phones or distractions). This helps us stay in unity throughout the week and has helped to speed up the growth of our organization by creating motion.
Tip 5: Future Minded Goals
We look at the calendar and plan out themes for each month and topics of education.
Tip 6: Avoid Calling People Out
Avoid being reactive in order to initiate positive change. Look for trends and issues that can be addressed broadly instead of calling people out in a team setting. Those conversations are usually best had in a private one on one meeting.
Tip 7: Prepare Mentally to Set the Tone
The person leading the meeting has to be prepared mentally to communicate clearly and set the tone. If your leader is tired or groggy, your audience will respond in the same fashion.
For more information about our meetings, or for shareable examples of our meetings, contact us through email firstname.lastname@example.org