There are 3 basic principles for most (if not all) meetings that I schedule as a business owner and Managing Director (another name for CEO). All my meetings, to be effective meetings, should:
- be held weekly.
- have a group agenda.
- be kept to an hour.
Reasons for these three principles for effective meetings are as follows:
- Weekly meeting: Weekly meetings fit into the work rhythm. Monthly meetings are easily forgotten.
- Group agenda: This gives the team a voice to bring up points for discussion. Additional agenda points are added as important, not urgent, matters come up throughout the week
- Brief meeting: Focus broad. Your job, as an executive manager, is not (usually) to get into the nitty gritty details, but rather to focus on leadership development, reporting, strategy, prioritization, and improving processes (or defining processes where they don’t exist).
Effective Meetings Outlines
Generally, I have five types of meetings on a weekly basis. There is a strategic day of the week that I have each meeting, as well as certain goals I want to accomplish during that designated time.
||Day of Week
|Business Development Meeting
Managing the Sales Pipeline defines your future. Review priorities for the week.
- Sales and Marketing Manager(s)
- Sales pipeline
- Lead generation
- Inbound/Outbound Marketing strategies
- Proposal reviews
- Brand and messaging
Meet one on one with the frontline people in your organization. Coach, mentor, and inspire them!
- Challenges you are facing
|Operations “Managers” Meeting
There will be plenty to discuss in the middle of the work week. This is usually the height of project challenges.
- Lead Project Manager
- Head of HR
- Quality Lead
|Human Resource Meeting
If you’re going to give someone strong feedback or need to terminate employment you’ll be doing it on Friday, so prepare a day ahead.
- Recruitment opportunities
- Retaining staff
- Employment benefits
- Performance reviews
|Admin/ Finance Meeting
This is a good day to summarize where the company is financially; at the end of the week.
- Office Manager
- Controller (Accounts manager)
- Cash flow
- Accounts receivable
- Office Environment
- Improve infrastructure
- Safe and clean environment
By the end of each meeting, team members should anticipate the next meeting with a purpose, feel valued in the company and have some clarity for managing their priorities. When I follow these principles, I see a tremendous improvement in workflow for me and my team. Give it a try. Email me with any further questions at firstname.lastname@example.org.
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