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What should be covered in weekly Staff Meetings?

ScottK

Not out of the crisis
Staff member
Super Moderator
#11
Although there are times when the minutiae of a weekly staff meeting can be boring (does not really apply to me) the information given there comes in handy for me. It makes sure that one group knows where the other is headed. It also give us a quick snapshot of how the company is doing. Finally, it helps me to keep quality issues "front and center", especially where more than one department is involved on an issue. With emails, IMs, etc. there is still no substitute for meeting face to face. Just IMHO, of course.
Just my opinion. I prefer the management by walking around style to get the face time.
 
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C

Craig H.

#12
Just my opinion. I prefer the management by walking around style to get the face time.
Oh, there is definitely a place for that too. Just as we all learn differently, there is more than one "good" way to gather and disseminate information, as well as discuss which way is the best to go.
 

SteelMaiden

Super Moderator
Super Moderator
#13
Staff meetings are an excellent place to bring all the projects (planned and in process) to the table so that all the other areas have the opportunity to see how and where they might be affected. My last division had staff meeting religiously, every Monday morning. It was a great opportunity and we all benifitted. It is a quicker way to share the info between all areas than to have to walk into each and make sure you ask the right questions to find out everything that is going on. I find the staff meeting a must in effective management by walking around. :2cents:
 
J

jkittle

#14
Thanks to all. The new guy just wants a quick update on how we are doing and any projects that are going on. No more than 30 minutes just fast update of what were working on and where we stand. Not so bad.
 

Wes Bucey

Prophet of Profit
#15
In fairness to those with horror stories about weekly or other regularly scheduled meetings, I believe the problem is not with the meeting, itself, but how the meeting leader runs it and the commitment of the participants.

First, my opinion is that a meeting should ONLY include items that need action, NOT to inform participants about anything - information is usually much better in written form which can be referred to, since the average listener rarely retains more than forty per cent of the content of an oral presentation.

Only folks who need to vote or "volunteer" for an action item should have to attend the meeting. When their section of meeting is done, they should leave (for efficiency - why keep someone from productive work by forcing attendance at a meeting which doesn't affect him?)

Some of the most effective meetings I've participated in were done STANDING (no chairs in the room), with no refreshments like coffee, bagels, etc. Length per se is not as critical as avoiding keeping folks captive when there is no more REAL business for the meeting and the leader keeps them with only small talk to fill the time.

Agendas should always be circulated as far ahead of meeting as possible so folks can prepare questions or responses and preprint reports to ALSO be circulated in advance so cogent questions or remarks can be formulated - with a view toward correction or proposing an action. These are not "pop quizzes" to play "gotcha" - they are meetings intended to forward the business purpose of the organization.

The worst aspect of any meeting I ever witnessed is when a "boss" used the occasion to dress down and publicly humiliate a subordinate.

All in all, I think meeting leaders and participants need to be trained in how to run and participate in a well-run, efficient meeting which actually accomplishes something. All the perfect agendas in the world won't save a meeting when a weak leader allows folks to stray from the agenda or lets some ego-tripper hijack the meeting.

A good meeting is part of the job, not a distraction nor an extra break to snarf down some goodies and drink pots of coffee.

For an interesting take on how one executive at Google runs her meetings, you might want to take a look at this article from Business Week:
http://www.businessweek.com/smallbiz/content/sep2006/sb20060927_259688.htm?chan=smallbiz_smallbiz+index+page_today's+top+stories
 

SteelMaiden

Super Moderator
Super Moderator
#16
Thanks to all. The new guy just wants a quick update on how we are doing and any projects that are going on. No more than 30 minutes just fast update of what were working on and where we stand. Not so bad.
That's what ours was a quick 20 minutes.
 

Wes Bucey

Prophet of Profit
#17
Thanks to all. The new guy just wants a quick update on how we are doing and any projects that are going on. No more than 30 minutes just fast update of what were working on and where we stand. Not so bad.
Sounds to me like "information," not action. I think this purpose would be better served by one page (MAXIMUM) reports from each of the folks slated for the meeting - report should have
  1. brief history
  2. progress report on previous action items
  3. highlight successes
  4. report new or continuing "concerns"
  5. outline plan of action for addressing concerns, including empowered individuals, time table, list of required resources (resources which may need higher authority to provide)
If the boss needs more info besides the summary report, he can ask that individual without taking up time of folks not involved in the action.

:topic:It may be unfair, but I think the boss needs to understand what a meeting will accomplish that the written reports will not.
  • Does the boss expect to make snap decisions based on an oral report? (rarely a good idea)
  • Does he want to demonstrate he is "in charge" and can command a live "performance" from his underlings? (my sympathy!)
  • Is he personally challenged in understanding a written report so he needs an oral presentation because he needs to "extract" information from the folks making reports which won't appear in the written report? (time to retrain the folks making reports to do a more efficient job!)
 
B

Bill Pflanz

#18
Some of the best meetings I have attended were done weekly by the operations manager. They were scheduled first thing Monday morning and lasted no more than an hour and sometimes less. The supervisors from operations, maintenance, QC labs, purchasing, safety and engineering gave a quick report on what they had planned for the week so everyone was prepared for their part. I don't remember looking backward at what happened as being a primary topic because what was done, was done. Since it was a continuous operation, the one exception were significant events happening over the weekend. There was no agenda, just a simple report from each on special items planned for the week and possible support required from other departments. It was even okay to pass on your turn if nothing significant needed to be communicated.

You would hope that the VP is not using the meeting to find out what had already happened. If he didn't know, it probably wasn't important and if he did know, it would be redundant to talk about it again. If a review is needed of some event requiring further attention, the weekly meeting is probably not the place for it due to insufficient time and planning. I also sat in on 4 hour meetings when I got into corporate and that was a waste of time so I have seen both sides.

Bill Pflanz
 

SteelMaiden

Super Moderator
Super Moderator
#19
We covered "what happened" as far as anything that was left with action items from the last meeting. This was not done for the operations manager, but to make sure that everyone else knew the result. But yes, mostly to know what was going on during the week everywhere else. That way if you saw something that would impact you, you could take care of it. (or give someone else a heads up)
Our meetings were rarely over 20 minutes.
 

Randy

Super Moderator
#20
Our new VP wants to start having weekly staff meeting and wants a standard agenda.

Anyone have an idea of what should be covered in a weekly staff meeting?

Just looking for input.
How about dicussing a replacement for a VP that apparently doesn't know what should be covered at a meeting? It's his meeting, let him decide, that's part of what management is about, making decisions.
 
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