We are launching a series of articles named “Yellow Toolbox” to help you energize your meetings with post-its. Each article will aim to describe a template: how to make good use of them? In what context should you use them?
With these templates, give a new dimension to your meetings and gain in efficiency with more structued contents.
The essential meeting for your team
For the first article, we’ll focus on a well-known management tool : the weekly team meeting.
This meeting brings together the entire team each week to review activities. It’s an opportunity to get together, share information, keep yourself informed of progress and also strengthen the team. But more broadly, this meeting aligns the team with a vision and motivates them to follow that vision.
🧠 Who: your team
📆 When: once a week, ideally always on the same day (find a time when everyone is available and least likely to be disturbed)
⏰ Duration: 1h max
🎤 Facilitator: manager, team leader
📝 Preparation: yes (as often, efficiency rhymes with preparation)
To help you facilitate this meeting, here is a template that is easy to practice with your team. It’s a single page, reusable from one week to another and which includes 6 different sections.
1️⃣ Team mood ☀️ (10 min)
To found out the mood of your coworkers, start the meeting with a round-table and a simple question: “How are you doing?”. It’s important to take an interest in the well-being of each member of your team. Between frustrated and cheerful, it’s up to them to choose and share their current state of mind, related to professional or personal reasons.
2️⃣ What’s new 📰 (15 min)
Put all your team on the same level of information on important news:
- How is the company doing financially?
- What is the business context?
- What are the key decisions?
- Where are we on the projects ?
It’s important to share the same vision, to discuss about the goal #1 as a team and to understand why and how each person’s actions today will impact long-term results.
3️⃣ Top 👍 (5 min)
Because it’s important to talk about successes, highlight the good news (objectives achieved, signed contracts, etc.) in the “Top” section. It will boost your team’s morale !
4️⃣ Fail 👎 (10 min)
On the other hand, we must also mention the “Fails” of the week (bad news, disappointments, etc.). To improve, you have to go through this. As a team, everyone has a responsability. Analyze together what didn’t work and discuss what you can do better to achieve a better result.
5️⃣ Points of attention 🚨 (15 min)
“What actions should we focus on this week?”. These may be problems that need to be resolve as soon as possible or important actions that need to be taken. Take advantage of the group dynamics to find solutions quickly, prioritize and plan actions to be taken.
From week to week, you can keep the post-its so next time you can check if a task has been completed.
6️⃣ Infos 📣 (5 min)
Finally, you can use this section to add additional information, things to know that have not been specifically mentioned before and that don’t require immediate actions. What are the next steps?
As you can see, the Weekly team meeting is an essential meeting to know your current situation, to ensure good results and to keep your team together! 🤜🤛