ARE YOUR TEAM MEETINGS HELPING THE WORK THAT HAPPENS AFTERWARDS?
You may cover the agenda, explain what needs to happen and still find the same issue returning at the next meeting. It is worth asking what the team understood and what they were able to put into practice.
This does not necessarily mean the issues are unimportant to them. It may be time to look at how the meeting is working, what the team are taking from it and how they can contribute.
Usually it’s you who is responsible to organise team meet ups and you should assess your meeting style to make sure you are being current, effective and making sure you get results.
Ask yourself…
- How would you rate the current structure of your team meetings?
- More importantly, what rating would your team give the meetings?
- Would everyone agree that their time is spent in a productive and informative environment? Do you come up with solutions to issues?
- Is there a positive information exchange or a constant communication battle?
- In terms of interaction and actual productivity, does the meeting lose its edge by taking on the feel of a social chit chat?
- Do you focus on outcomes?
Positive feedback from the team typically requires structuring meetings that encourage everyone’s participation.
Besides the obvious pointers of starting on time and being prepared, here are some other things you can do to involve everyone.
CHOOSE THE FREQUENCY AND FORMAT OF YOUR MEETINGS
Choose the frequency and format around what the meeting needs to achieve. Fewer meetings may help if you are repeating information; more regular contact may help when the team are learning something new.
Bringing the team together once a week can be enough to have a catch-up and touch base with developments and promotions. We call these our ‘Weekly Workups’. It gives you a chance to check everyone is on the same page.
However, don’t disregard having a morning check-in before the day begins. They’re an awesome way to get the day off to a great start and may only need five minutes. Think of it like a sports team rev up before a game.
Quarterly, you can have longer team meetings. Set aside a morning for longer discussions and planning on the overall salon goals, direction, product lines, training schedules etc. Make them fun and focused. These meetings will bring everyone into the salon culture and shared values on a regular basis.
Extra training on retail or customer service skills, whatever your team needs can be thought of as workshops. Workshops take away the ‘me talk, you listen’ assumption.
We also encourage senior and junior team monthly meetings to discuss appropriate concerns for each group.
Plus, of course, the one-on-ones that you have with each team member. Choose a frequency that fits the purpose and your team’s needs. We have them weekly in our salon for goal-setting purposes and to focus on figures. They have greatly improved goal-setting in our salon.
It sounds like a lot of meetings, but it does help you as an owner to relay important information, listen to your team issues and participate with them on solutions.
STAY FOCUSED ON THE MEETING PURPOSE AND DESIRED OUTCOMES
Go through and plan the segments of the meeting and how long each discussion should take. It keeps a structure and stops too much lack of focus.
Have a printed agenda to keep things on track.
A meeting that feels unproductive can make it harder to keep the team involved. Further, the impact could extend beyond the meeting into the perception the team have of your leadership style.
YOU WANT TO KEEP THE TEAM COLLECTIVELY ENGAGED IN THE PROJECT. HAVE A CLEAR FOCUS THAT IS OF INTEREST TO EVERY TEAM MEMBER
A meeting lacking focus is interpreted as a waste of time. The last thing you want is to have a negative impact on team dynamics. If so, you are back to the drawing board of building a cohesive, confident team.
GIVE TEAM MEMBERS A RESPONSIBLE ROLE
Giving team members a responsible part in the meeting increases participation.
Understanding that they have a stake in how well, or poorly, the meeting goes reinforces that every team member has a vested interest in the outcome.
Additionally, this helps encourage productive interaction among team members. Working together on solutions to problems can bond a team beyond the issues.
Give people who tend to participate less a clear way to contribute, without putting them on the spot. The goal is to encourage great discussions that lead to the results needed for success.
Say you want to look at another retail range, training course, event to do together or customer experience, give someone the responsibility to present ideas on the topic of discussion.
Before choosing a solution, agree what happened and what needs to change. Then ask the team for options and agree the next step.
Value team members’ input
Keep an open mind during the meetings, especially if you ask for group participation.
Let team members know that their opinions and advice will be considered.
By doing this, you let team members know that their input is valued. Everyone understands that not all suggestions are possible; fewer understand disregard for their input. We are stronger together and letting your team know that brings loyalty and collaboration.
Building a team culture takes a good leadership style, and meetings, when you are all together without customers, is the place where an ‘in tune’ salon owner can create a rewarding team culture. That, in turn, rewards everyone with an awesome place to work.
Be courteous with comments and suggestions. If something cannot be taken forward, explain why without making the person feel foolish for contributing.
Making it clear that questions and different views are welcome gives the team a better opportunity to contribute. Some may still need time to think or a quieter way to share.
Assign action items and encourage follow-through
Assign action items that come from team meeting discussions immediately. Choose the team member, communicate the task and what is expected from them.
If needed, discuss with them in a one-on-one meeting the extra details.
Delegating to your team is essential and necessary for a salon to work cohesively, but those who were assigned tasks will need a framework to report on their progress and what the expectations are.
Ask for feedback
There is room for improvement in all team meetings, so never be afraid to ask for feedback.
Check with the team how they are enjoying the meetings at their scheduled reviews, or have everyone fill out an anonymous questionnaire so they can give feedback freely.
Another way is to speak informally with the team after the next meeting.
OVER TO YOU
Plan each meeting around a useful outcome, make space for the team’s input, and agree who will do what next. Review whether the meeting helped and what needs to change. Better meetings can support your team culture; judge them by what happens afterwards.
YOUR SALON LEADERSHIP LIBRARY
If a repeated team issue is prompting the meeting, the Everyday Leadership guide can help you reflect on your approach and prepare the conversation. It is one of the three guides in the Leadership Library.
