WHAT’S ON THE MEETING AGENDA?

Steven Cesare, Ph.D.

In response to last week’s Tuesdays with Steve posting, a business owner from the Lone Star State of Texas called me to inquire about a standard staff meeting structure. In most cases, a professional meeting structure addresses three primary components: timing, attendees, and agenda. Stated succinctly, the timing should be pre-scheduled at the same time, on the same day, every day/month; it’s a standing meeting that must be accommodated without fail. The attendees determine the content of the meeting: Foremen, Sales, administrative staff, etc. In the example, put forth by the Texas business owner, he was interested in a monthly Management team meeting focused extensively on financial and operations issues.

Regarding the agenda, as a capitalist, I firmly believe all Management team meetings should be built upon the company’s business model, thereby ensuring all content is goal-oriented, aligned with the annual strategic plan, and intent on accountability. As most readers of this weekly site understand all-too-well, my preferred business model is the Balanced Scorecard, which emphasizes four goal quadrants: financial, employee, process, and customer.

With that paradigm in mind, here is the sample four-hour Financial/Operations agenda I proposed for the Texas business owner’s monthly Management Team meeting, excluding time to eat brisket, of course.

Financial

A. Departmental Revenue Data

1. Maintenance Contract, Enhancements, Design-Build, Irrigation, PHC, Trees, etc.
2. YTD, YTF, YTY; explanations for current results
3. Proposed 30-60-90 day action plans for each Department to reach stated goals

B. Sales

1. Sales Matrix, Pipeline Status, Capture Rate, Marketing Plans, etc.

Employee

A. Staffing levels by Department

B. Recent employee discipline events; anticipated employee discipline events

C. Safety: Work-related injuries, accidents, near misses, etc.

D. Training issues

E. Rewards and Recognition

Process

A. Gross Margin Data and Revenue per Employee Data

1. Maintenance Contract, Enhancements, Design-Build, Irrigation, PHC, Trees, etc.
2. YTD, YTF, YTY; explanations for current results
3. Proposed 30-60-90 day action plans for each Department to reach stated goals

B. IT Updates: BOSS LM, Internet security, AI, Web Page, etc.

C. Support Procedures: HR, accounting, purchasing, communication, Shop, vendors, etc.

Customer

A. Maintenance

1. Job Quality Focus, Client Retention, Lost Job Autopsy, Jobs in Jeopardy, etc.

B. Design-Build

1. Job Quality Focus, Customer Diversification

C. Client Relations Management

Future Considerations

A. Issues likely to affect the company 90 days from now, that warrant deliberate attention

As stated, the proposed agenda is a sample; able to be pared, modified, or lengthened based upon the company’s culture, sophistication, or priorities. The consistency by which the meeting agendas are presented and managed over time, will dramatically increase efficiency, collaboration, and value.

Not to mention, more time to discuss and enjoy various brisket dry rub recipes.

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