• Rather than recommending a website this week, what I would like you to do is email me at graham@grahamharvey.com.au with your favourite website along with a quick ‘blurb’ on why it appeals to you and why subscribers to "Touchstones" would find it of value. I will feature your recommendations over the next few weeks.

In some companies, people pass by in the corridor and don’t even acknowledge one another. Sometimes its because of the size of the organisation, other times it’s a lack of common courtesy, but mostly its because members of staff aren’t aware of who else is on their team.

I confess to being a very strong advocate of regular team meetings. And I mean ‘team’ meetings. Not your ordinary run of the mill garden variety staff meetings, but meetings where the underpinning purpose is to build a great business team.

But as with other business activities, team meetings don’t happen by themselves. They need to be planned, organised and structured to meet the needs of your particular organisation.

The first issue is timing. A time management tip I learnt many years ago that has served me well, is the habit of doing the same thing at the same time each day, each week, or each month. In my opinion, holding team meetings on a weekly basis is the ideal frequency. Fortnightly or monthly meetings don’t seem to create the same impact or momentum.

So after agreeing what day the meeting is to be held each week, set a start and finish time. I suggest the meeting run for 30 – 45 minutes, but definitely no longer than an hour. And make sure it is not during ‘customer serving’ hours. I recently read a sign in a bank that said ‘in order to improve customer service, the bank would not open until 10am on Tuesdays to allow for staff training’. What a joke! If it had been April fool’s day, it may have been funny.

It is also important that staff meetings be planned. There is nothing that will get staff offside quicker than turning up to a meeting that is a waste of time. Staff need to receive a written agenda at least 48 hours prior to the meeting. If this sounds like some thought and effort is required to maximise the benefits of team meetings, you’re absolutely right. If your response is that it’s all too hard, then I question your commitment to building a great business team.

What also dramatically reduces staff enthusiasm about team meetings, is the same old faces talking about the same old things every week. Why not draw up a roster whereby each member of staff takes a turn at speaking on a designated topic. This only needs to be for about 15 minutes, but it adds a tremendous amount of value to meetings.

Another option is to periodically arrange for an outside speaker to present at your meetings. These speakers can be from a different department within your company, an industry expert or a motivational speaker who speaks on a topic relevant to your business.

One of the problems associated with team meetings is the tardiness of some team members. Many clients have overcome this problem by closing the doors at the exact time the meeting is scheduled to start. Those who are late are not allowed in. This may seem a little draconian, however it works. Being on time is further encouraged by implementing a fines system on those who are late, which usually consists of buying muffins for the next meeting.

The benefits that flow from weekly team meetings are immeasurable. Make sure there’s one scheduled at your place of business this week.

Until next week, many happy customer returns!

Graham Harvey APS

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