The Secret to Business Growth: A Regular Meeting Cadence

  • Brett Jaffe
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    Brett Jaffe

  • December 2, 2024
  • 3 minute read

 

John Kenneth Galbraith once said, “Meetings are indispensable when you don’t want to do anything.”   
 
When I started my first company this could not be closer to the truth.  We felt an obligation to have regular team meetings, but at the time they were glorified status updates where we often regurgitated the same info, complained about the same things, and beat the proverbial dead horse into the ground.  They were repetitive and unproductive and likely could have been replaced with an email. 
I’ve been fortunate over the years to have some tremendous coaches and mentors and, thankfully, I’ve learned a lot since then.  I’ve learned that these meetings are not only important, but absolutely crucial for driving accountability and fostering growth.  I’ve learned that meetings were a way to get our heads out of the daily grind and step back to focus on those items that have the greatest impact.  Most of all, I’ve learned that these meetings required proper structure for teams to align on goals, track progress, and address challenges while actually requiring fewer conversations in between. 
With that renewed sense of clarity, we got to work and never looked back.  We started hitting the goals we set.  We started to hold each other accountable.  We started to scale and do so profitably.  And most importantly, we started to look forward to these meetings as they were a chance to connect our leaders and get excited about achieving our next milestones.  Meetings were no longer where productivity went to die. 
 
Here are just a few of the reasons why a consistent meeting schedule is essential for any organization and how to design your cadence accordingly: 
 

  1. Meetings Enhance Communication and Collaboration 

Regular meetings ensure that all team members are on the same page. They provide an opportunity for open communication, where ideas can be shared, feedback can be given, and issues can be resolved. This fosters a collaborative environment where everyone feels heard and valued. 
 

  1. Meetings Drive Accountability 

When meetings are held consistently, team members know that they will be held accountable for their tasks and responsibilities. This regular check-in process helps to ensure that everyone is meeting their deadlines and contributing to the team's overall success. It also provides a forum for discussing any obstacles that may be hindering progress and finding solutions together. 
 

  1. Meetings Facilitate Goal Setting and Tracking 

A regular meeting cadence allows teams to set clear goals and track their progress over time. By reviewing goals regularly, teams can stay focused on their objectives and make any necessary adjustments to stay on track. This continuous monitoring helps to ensure that the team is moving in the right direction and achieving its targets. 
 

  1. Meetings Encourage Continuous Improvement 

    Regular meetings provide an opportunity for reflection and continuous improvement. Teams can discuss what is working well and what can be improved, allowing them to learn from their experiences and make necessary adjustments. This iterative process helps to drive innovation and improve overall performance. 
     

  2. Meetings Build Team Morale

    Consistent meetings help to build a sense of camaraderie and trust among team members. When everyone regularly comes together to discuss their work and share their successes and challenges, it creates a supportive and cohesive team environment. This can boost morale and motivation, leading to higher levels of engagement and productivity. 

How to Structure These Meetings Properly

 

To make the most out of your regular meetings, it's essential to structure them properly. Here are some tips on how to do that: 
 

  1. Set a Clear Agenda

    Before each meeting, create a detailed agenda that outlines the topics to be discussed. This helps keep the meeting focused and ensures that all important points are covered.  Keep the basic outline the same from meeting to meeting and try not to stray from the agenda.  Meeting hack: Have the team members review the agenda PRIOR to each meeting so they aren’t coming in blind.  It will save a lot of time and people tend to come in with better questions and feedback. 
     

  2. Assign Roles and Responsibilities

    Clearly define who will lead the meeting, who will take notes, and who will be responsible for each agenda item to keep the meeting on track and prevent “squirrels”. This ensures that everyone knows their role and can prepare accordingly.  The CEO/Owner does not have to be the one running the meeting.  I’ve personally found I am a more active participant when I’m NOT the one facilitating. 
     

  3. Time Management

    Allocate specific time slots for each agenda item and stick to them. This helps prevent the meeting from running overtime and ensures that all topics are discussed.  When there are multiple items, prioritize the ones that have the greatest immediate impact.  You won’t get through everything, but you will focus on the right priorities.  Make sure you start and end the meeting on time so everybody can plan their schedules accordingly. 
     

  4. Encourage Participation

    Make sure that everyone has an opportunity to speak and contribute. This fosters a collaborative environment and ensures that all perspectives are considered.  The largest benefit to team meetings is the collaboration of everybody in the room.  It’s a meeting, not a lecture.   
     

  5. Follow-Up

    After the meeting, send out a summary of the key points discussed and any action items. This helps ensure that everyone is on the same page and knows what is expected of them.  Get feedback and continually look to improve.  There is more art than science to running a great meeting.  It may start out rough, but I aim to improve each week. 
     
Done properly, a meeting cadence across your key teams should be the most valuable time you spend together.  You aren’t just talking about issues; you are solving them.  Maintaining this regular cadence is essential for enhancing communication, driving accountability, facilitating goal setting and tracking, encouraging continuous improvement, and building team morale.  So, make sure to establish a consistent meeting schedule and structure your meetings properly to watch your team thrive! 
 

 

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