Team Building GUIDE

 

Better together

Effective Team Meetings

Here is how to have productive team meetings and reap the benefits of them.

Creating a United Spa Team

How communication can cement or divide a team

Effective Team Meetings

Every month, spas are working hard to stay close, communicate, and work as a team around the nation. Despite best intentions, often bringing the team together to share, learn, and gain support is inconsistent at best and non-existent at worst.

Team meetings are imperative to support each other, maintain accountability for goals, and make progress for the team members and the businesses. Now that we all agree team meetings are a non-negotiable let’s discuss how to have really effective team meetings.

SCHEDULE

Schedule your monthly team meetings on the same day of every month, for example, the first Monday of the month or any other day you choose. When your team knows when to anticipate their meetings, it helps them to prepare and plan.

“Team meetings are imperative to support each other, maintain accountability for goals, and make progress for the team members and the businesses.”

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STRUCTURE

Structure each of your topics using the ‘Hamburger’ method. All the meat goes in the middle, surrounded by the lighter ‘Buns.’ The first layer of the Hamburger celebrates success and company initiatives. Discussing positive topics first helps them, so they do not see it as a punishment meeting. Discussions around “big wins” for the month help boost morale and build a winning attitude based on teamwork.

The second layer is the ‘meat,’ and it gets into the nitty-gritty of the topic you are discussing. This is where you point out the things that need improvement and explain where challenges and growth lie.

The third and top-most layer is a smooth-rounded ‘bun.’ You’ll need to end the meeting with constructive feedback and always, always, with positive reinforcement and encouragement. Everyone should leave the session feeling optimistic.

The Hamburger method is implemented several times during a meeting. It is implemented within each topic that you discuss and wherever constructive criticism is required.

The key for you as a leader is to conduct an organized and professional meeting. Here are some tips:

• Make meetings mandatory and have a staff attendance sheet. Have this tie into their performance appraisals at some point. Some team members may work at other places or have a very restricted schedule. If they cannot be there in person, try to schedule it to join in virtually.

• Have an outline set of all the topics of discussions.

• Stay focused on the topic and control the amount of feedback, bringing the conversation back to focus

when they veer off on tangents. Nothing is more frustrating to the team than feeling they wasted their time on a meeting if it does not relate to them.

• Leave time for questions and answers.

• Post minutes or email all meetings after and have absentee employees sign off on the minutes.

• Keep a binder with all the meeting minutes to help you keep track of what you have discussed. This also allows you to keep the staff on track of what they have been informed of.

• Be energetic.

• Try to have snacks or drinks when appropriate.

Depending on the progress and current state of your business, meeting topics will vary month to month. However, having a general outline is recommended, and your staple topics can include:

FINANCIAL PERFORMANCE

• Identify how the team did the past month in services and retail and compare it to last year. Use percentages and not real dollars to identify an increase or decrease.

• Reveal top sellers, personal bests, record performances.

HUMAN RESOURCES

• Who is new, who is gone?

• Anything else related to the people on the team.

• Never direct sharp criticism solely at any one team member. That must be reserved for private reviews.
OPERATIONS

• What is going on from an operational
point of view?

• Streamlining purchasing activities and deliveries.

• Ensuring products and services meet customer quality expectations.

• Software and operating systems – are there any issues?

SALES & MARKETING

• Always includes something about home care and what the coming marketing focus will be.

• Get them engaged, ask them what they want to see or have seen.

• Start a sales challenge or goal that they all get some input into.

ROUND TABLE

• Anyone talks about anything they want if it impacts the whole or majority of the team.

• Allowing your team to shape some of the conversations will provide you with a better understanding of what is working and where improvements are needed.

However long your meeting is scheduled, plan to end them on time. Be efficient. As a leader, you’re an example of the importance of respecting everyone’s time. Bottom line, meetings are a necessary part of keeping a team together. Be prepared, make it efficient, make it valuable, and your team will appreciate your efforts in creating a positive work environment with everyone on the same page.

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