Episode 6 - Business Meeting Format

In this episode, John Millar talks about how he sets up a business meeting format and how regular, scheduled, non-negotiable meetings are the single greatest and most powerful tool for transforming your group of salary earners and wage earners into a team.

THE THREE PART-MEETING

An effective business meeting format can be broken down into three (3) equal parts:

  1. Talking about the results of the last week
  2. Talking about what’s coming up in the next week.
  3. Looking at it from a level of creativity
  • List down what works well in the business
  • List down what’s preventing the business from getting even better
  • Prioritize improvements into three (3) areas:
    1. The unchangeable — things that we can’t change
    2. Things we can change immediately for no cost
    3. Things we can improve with a little bit of money and a lot of time and energy

TAKING ACTION

The next thing we need to do is to put into action one of the improvements suggested in the category, particularly category B, which is “that which we can change immediately for no cost”. We can do this by having a team member volunteer to take responsibility for making that action happen.

Remember, all meetings have to finish with positive outcomes, accountable actions, and making sure that everybody gets a lot out of it, not necessarily that it takes a lot of time.

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TRANSCRIPT: PODCAST EPISODE 6
Title: Business Meeting Format
Date Published: August 19, 2015
Running Time: 4:08 minutes

Hi this is John Millar and I’m the Naked Business Coach, Stripping business back to the business basics.
One of the great questions I get asked by business owners who’ve got a team is how do I set up a business meeting format? That’s actually quite simple: Regular scheduled non-negotiable meetings are the single greatest and most powerful tool for transforming your group of salary earners and wage earners into a team.

The purpose of the meeting is to create a workplace that your team would like to be proud of, as well as meeting the business needs and the business goals.

The first thing you need to remember is that a meeting is best broken down into three (3) equal parts.

  1. Talk about the results of the last week. Things like projects, what actually happened with their progress, financials or sales targets met or not met. These are a good place to find out what information the team values, what they want to actually know about.
  2. Talking about what’s coming up in the next week. Who needs to be, what in terms of resources, manpower assistance who will be responsible for what.
  3.  Look at it at the level of creativity. For the first few weeks, even months, this section will be devoted with the little irritations that are clogging up the smooth running of the team.

Now, that creative section let me get a little bit more detailed for you.

First, ask each person to put up a large sheet of paper. Write on there, what is the one thing that is really working well inside the business?

Write up there as well, what is the one thing that’s preventing this business from getting even better. The ground rules are here. And that’s not about blame, no names are needed. It’s all just about being honest with each other.

It is about defining the challenges objectively. For example, “Well I need to process the invoices on a Friday, but I haven’t been cleared for goods”, rather than “Tom never gives me the invoices when I need them”. Do you see the difference?

The next thing is the improvements are then prioritized into three areas:

  1. The unchangeable. These are things that we can’t change.
  2. That which we can change immediately for no cost.
  3. That which we can improve with a little bit of money and a lot of time and energy.

The next thing we need to do is to put into action one of the improvements suggested in the category, particularly category B, which is “that which we can change immediately for no cost”. We can do this by having a team member volunteer to take responsibility for making that action happen. Their business is to make sure that resources are available so that the problem might be to, you know, “fix all the invoices by Thursday afternoon”. And to achieve that, one of the team members actually need to do something to help them out. What we’re looking for is a system solution rather than something about trying to change a person.

That’s John Miller and I’m The Naked Business Coach, stripping business back to its simple, bite-sized basics. And I hope that gives you a great idea on a simple business meeting format.

Remember, all meetings have to finish with positive outcomes, accountable actions, and making sure that everybody gets a lot out of it, not necessarily that it takes a lot of time.

John Millar

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