Developing A Rhythm for Your Business to Improve & Grow
Does your company have a steady pulse? Is there a consistent cadence or drum beat that keeps your entire organization moving in the same direction? If not, it’s time for you to establish your business rhythm and strengthen your teams heartbeat with structure, discipline, and consistency. There are several factors that contribute to business rhythm such as shared vision, cohesive systems, efficient processes, and proper communication...but it all starts with meeting cadence.
Effective meetings, not just any meeting, are the starting point to getting everyone on the same page. Effective meetings produce results, drive outcomes, and strengthen unity. There are different types of meetings, some for small teams and some for the whole company, some for leadership and some for front line, and even some that include customers or shareholders. Meetings come in different lengths and framework too, some may be an inclusive 15 minute stand-up while others a lengthy presentation session. Objectives and agendas will vary as well, however the approach should be consistent across all meetings in order to develop a rhythm.
The primary reason meetings fail to be productive is that they do not cooperate with overall time management and communication within a company, therefore disrupting rhythm rather than producing it. Although, holistic business rhythms include overall operating systems, strategic planning, business cycles, and other factors specific to industry or entity - a proper meeting cadence can establish the initial drum beat that will drive everyone in the same direction and at the same pace. Then, you can leverage the tempo, optimized time management, and better communication to improve and grow throughout the organization.
7 Imperatives to Developing a Business Rhythm Through Meetings:
Comprehensive Planning - meetings should be coordinated with consideration given to all organizational meetings, including specific purpose and attendees, as well as times, agendas, and objectives. Remember, the goal is to set a rhythm for the organization as a whole. Then departmental &/or cross-functional meeting pace becomes a harmonious extension of the cadence. When everyone knows and sticks with a company schedule, it is easier for individuals to manage their own time and scheduling, communication is improved, and productivity is optimized.
Consistent Scheduling - meeting days, times, and attendance should be on regular intervals and regular attendees should be present every time (with the exception of death and vacation). In addition to proper time management, one benefit to this approach is improved communication efficiency & pace. Such as if a team member is working with a client (or anyone) and needs to respond to an inquiry/question by getting input from another team member, they do not have to say let me hunt so and so down and get back to you later. Rather, I will see such and such at this time on this day and will have your answer by a specific time.
Uniformed Structure - agendas are at the core of meeting structure and ensure productivity when combined with proper scheduling. Your organization as a whole should use the same agenda structure for all meetings to strengthen consistency and enable muscle memory. Additionally, agendas are created inclusively, not simply handed down from management. Each meeting should have clear objectives, start and end on time, and conclude with resolutions &/or assigned tasks per attendee. Although structure should be uniformed, agenda timelines will vary per meeting depending on the length of the meeting. Regardless, each section of the agenda should have a time limit proportionate to the overall meeting time.
Define Success - successful meetings solve problems and success is obtained only when you clearly define expectations, or set objectives. Following the overall structure, specific meeting objectives and agendas should be created ahead of time with stakeholder input at all levels. The objectives should be prioritized and communicated to attendees before each meeting, being sure to give people an opportunity to prepare. Communicating expectations provides the clarity necessary for people to prepare and preparation makes it possible for individuals to contribute to results.
Ownership - each meeting needs a dedicated facilitator or owner - this person manages all planning, preparation, communication, and runs the meeting. Often times facilitators will be supported by a scribe who documents and distributes minutes, assignments, and cascading messages. However, there should only be one owner per meeting who is the intermediary and keeps the agenda on track, drives resolution of objectives, and makes sure cadence is maintained.
Accountability - beyond meeting ownership, all stakeholders should be held accountable from one meeting to the next. The best way to do this is include a reporting section in the meeting agenda. This portion of the agenda is not meant to be a back and forth or a time for someone to present their case as to why something wasn’t done. Instead, it is simply a high level review of metrics, to dos, and goals. This simple exercise creates accountability from one meeting to the next because no one wants to show up and tell their team they are not pulling their weight.
Trust - productive meetings establish cadence, and productive meetings only happen when people are open and honest. When individuals are able to say what needs to be said and hear what others need to say, trust can be established and strengthened making teams smarter and healthier. This enables healthy conflict, removes assumptions, and helps resolve issues before they become bigger problems - meetings continuously become more efficacious while driving cadence.
Creating a cadence in your business will get everyone on the same page and heading in the same direction. When companies deliberately plan, schedule, structure, and conduct effective meetings they are able to develop a rhythm that drives momentum and results. Of course, there is more to it than just meetings, but this is where you start to beat the drum and establish a productive tempo which reinforces the alignment and cohesion required to continuously improve and grow your business.