Print Management Insider Blog

Putting it all Together: One Meeting at a Time

Posted by John MacInnes on Jun 2, 2015, 8:50:16 AM
Team-at-work

I often get asked about the culture of our companies. Other business owners wonder how we can get so much done and seem to have so much fun. The answer is autonomy, our team knows what we need to get done and they understand the parameters within how to accomplish those goals.

This blog is more about execution of a strategic plan. It’s another meeting, but this meeting cuts down on the need for countless additional meetings.

Monthly Manager’s Meetings – each month at the exact same time. We pick the fourth Tuesday at 8:30 am to Noon but it never takes that long.

The agenda for these meetings alternate. The last month at the end of the quarter you score department goals and Key Performance Indicators (KPIs) to see how you did and then set new KPIs and goals for the next quarter based on the strategic plan. The other two months in the quarter are check ups to make sure goals are on target and to discuss issues in the company.

Here is our agenda for Print Audit Monthly Meeting:

Print Audit – Managers Meeting
AGENDA for January, February, April, May, July, August, October, November
8:30 AM – 12 PM

One Success from Previous Month
Goal Reviews
KPI Reviews
Issues
Determine the Cascading Messaging
One Good Thing Learned from the Meeting

Here is our agenda for Print Audit Quarterly Meeting:

Print Audit – Managers Meeting
AGENDA for March, June, September, December
8:30 AM – 1 PM

One Success from Previous Month
Goal Reviews Current Quarter
Goal setting for Next Quarter (only 5 goals max!)
KPI Setting for Next Quarter
Issues
Determine the Cascading Messaging
One Good Thing Learned from the Meeting

All of the above items are round robin, meaning you go around the room and ask each person for each item.

    • One Success – Start on a high note and allow each manager to brag about what great things they and their department are doing.
    • Goal Review – On the goal setting months of March, June, September and December old goals are scored with a green or red and new goals are added. We don’t allow more than 5 per department. On the other months we review progress and change the On track to Yes or No.

We have a scorecard that is used to review goals and progress. Here is a snipit:

Dept Goals PA

    • KPIs are three things – the bar, something to achieve and information. The bar means something not to go below. Something to achieve is a target to get to by the end of the quarter and information is a data piece that is valuable for the team. The KPIs are set in the Monthly Manager’s Meeting and they are reviewed weekly in the daily huddle which I will describe in a future blog.

Print Audit also tracks extensive KPIs that are massaged quarterly in the March, June, September and December months. A snipit is below:

 

KPIs PA

We also highlight goal successes in green and indicate our shortcomings in red.

    • Share Issues – Issues are brought by members of the management team to the meeting to be discussed and hopefully resolved. These can be anything and often are. If you are the moderator of the meeting make sure that issues don’t take too much time. Resolve them or have the involved parties have a separate meeting.
    • Cascading Messages – The rest of the team will likely need to know some of the things that changed or were decided in the meeting. Assign the proper people to bring the messages to your team.
    • One Good Thing – End on a high note and review the meeting in one step. Go around the room and ask for one good thing that they learned at the meeting.

My next blog will be about the weekly team meeting – the cultural and productivity hub of our companies
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Topics: business, business strategy, Business Tips, fun, KPI, managed print, new business, office, print audit, Revenue, sales, Service, strategic planning, strategy, success, team building, tips

John MacInnes

Written by John MacInnes

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