WHEN IS THE MEETING?

Steven Cesare, Ph.D.

A deliberate business owner from Virginia called me the other day to share his thoughts about increasing the frequency, detail, and value of communication throughout his company during the new fiscal year. The owner and I spoke at length about communication fundamentals and their direct impact on clarifying individual accountability, tracking departmental results, and improving organizational culture. Presented within the annual strategic plan, here is the company’s communication schedule that he rolled out.

Daily

First Encounter: Each day, when you encounter someone for the first time, smile, use their name, and give them some quality personal time. This fundamental courtesy creates and sustains interpersonal connection, respect, and engagement. This can be done in the office, yard, or at the job site.
Morning Huddle: A brief daily gathering of each Field Manager with each crew, specifying performance expectations at each job, safety focus, and customer service priorities.
Afternoon Arrival: Welcome each crew back from the day with a smile. Review the work done, express appreciation. Ensure materials, equipment, and work schedule are properly prepared for the next day.

Weekly

Weekly Action: Be where the “action” is; on the job site, in the yard, with the crews, not in the office. Constantly being aware that the “action” creates the wealth that funds the company, pays our wages, and feeds our families.
One-on-One Meetings: Owners, managers, supervisors, etc. have one-one-meetings with key direct reports to assess their personal well-being, receive project updates, and listen to their ideas for improving any aspect of work life (e.g., processes, customer service, job quality, and communication).

Monthly

Operations/Financial Review: Executives and management team members must meet for several hours each month to review the previous month’s financial results and salient operational drivers responsible for those results. This meeting clarifies accountabilities and identifies any issues that may affect the company 90 days in advance. The specific content shared during this meeting may necessarily be revisited during the subsequent weekly one-on-one meetings.
Start-Stop-Keep: At least once per month, the business owner must meet with all his/her department managers, who in turn meet with all their direct reports to review the Start-Stop-Keep coaching tool to ensure focus, alignment, and collaboration. This document is prepared in advance of the meeting, is well thought-out, goal-directed, and provides behavioral action items for the current month.
Pulse Meetings: The owner meets with all the Foremen to listen to their unfiltered concerns directly, connect with them, and convey appreciation to them; with no managers present.
Paycheck Distribution: At least once each month, the owner must distribute paychecks to his/her employees personally, with a smile, referring to them by name, and expressing gratitude for their effort.

Quarterly

Reward and Recognition: The company celebrates noteworthy employees’ tenure, achievements, and role modeling contributions to the company culture. Food, gifts, joviality, and appreciation are mandatory. (If you are going to be cheap, do NOT have this event. That is a grave sign of disrespect to your employees. Instead, go back into your office, count your pennies, and stay there. Come out of your office only when you can have this meeting out of grateful appreciation, not penurious obligation.)

Annually

All Hands Meeting: Highlight the previous year’s successes, failures, and changes; while also, sharing the goals, key initiatives, and proposed changes for the current fiscal year. This meeting should reinforce alignment of individual, departmental, and organizational performance, the importance of the company’s culture, core values, and success behaviors, and the owner’s eternal sense of optimism that the organization will be able to handle any issue that comes its way as long as the employees work together as a team.

Since these are all YOUR meetings, make sure you are always prepared, authentic, and approachable.

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