Here are a couple guidelines for rolling out calendar invites in your organization:. One of the main benefits of using Function Point to manage your projects is its ability to output reports that give incredible insights that you can use to run an operations meeting.

The whole point of tracking expenses and time is to have greater insight into the profitability, or lack thereof, of your jobs. Here are some tips on how Function Point can be utilized to help with the running of a smooth operations meeting:.

In order to keep the day moving, schedule the meeting for 15 minutes before you actually want to it to start. In addition to doing this, setting a serious tone and culture around start times will help increase productivity. Creating teams that root for each other and have camaraderie is vital to team longevity, especially in the straining agency world. Starting each meeting with prompted positive sharing time allows each member of the meeting to feel listened to, expressed, and part of the greater picture.

The first agenda item of every meeting should be to go around the room and allow each person to share o ne piece of positive business news from the past week. Really want to get into this? Dive into specific words that can increase positivity in your next meeting. There should be clear leadership of the meeting, with each of these three roles clearly defined for your operations meeting:. Do not let side conversations run beyond 20 seconds.

Conversations in the operations meeting should revolve around these particular talking points:. If these topics do come up, respectfully remind the group of the purpose of the meeting and offer to arrange a follow-up discussion to be had later. One of the main components of an operations meeting is making sure your projects are profitable.

Profitability will fall apart unless your team has a strict culture around expenses.

Effective Meeting Agendas with Examples

The operations meeting is the perfect channel for integrating a meaningful culture around expenses and expense approval. When discussing each project, ask penetrating questions about each and every expense, showing that you care about the money and time being spent by directing an appropriate level of criticism towards each expense and time allocation.

This will also help promote using a critical eye when spending money and time which is money on behalf of the company.

Another element of the operations meeting is figuring out the next steps of each project. Ending on time is almost as important as starting on time. Allowing meetings to drift off into the abyss encourages unproductivity and a lack of structure. Ending the meeting on time will show staff that their time is respected and will set the tone for future meetings if there are essential items that still need to be discussed, schedule a follow-up operations meeting for later that day or within the next few days.

These 10 tips have helped our organization drive down costs, improve meeting communications, and making the team more effective and productive. Let us know your tips for keeping operations meetings effective in the comments below!

Mike Clum is a media entrepreneur who leads Clum Creative, founded in The company serves corporations and entrepreneurs around the world producing powerful video assets that drive revenue and solve business problems. I agree to receive agency best practice communications from Function Point. Function Point has helped over users from around the world simplify their workflows and earn more profit on each project.

Yes This iframe contains the logic required to handle Ajax powered Gravity Forms. Get Started. Prepare Cost Reports in Advance One of the main benefits of using Function Point to manage your projects is its ability to output reports that give incredible insights that you can use to run an operations meeting.

Reversing Your Culture of Tardiness 4. Start on a Positive Note Creating teams that root for each other and have camaraderie is vital to team longevity, especially in the straining agency world.

They have the most experience and authority in being a final opinion on decisions. The team leader introduces the meeting, passes off to the discussion leader, and then observes and takes notes for ways to improve and coach the meeting moving forward.

Discussion Leader: The discussion leader is in charge of the flow of the meeting and ensures conversation move smoothly, on time and that each agenda item is covered. Scribe: The scribe takes notes, tracks action items, and is responsible for assisting with follow-up items post-meeting.Answer: An actionable agenda that is simultaneously relevant, realistic, organized and tangible.

Actionable agendas don't just "happen" - you have to make them happen - using strategic thinking, proactive planning and consistent standards. Read on to learn how it's done. To be called productive, a meeting must be necessary, it must serve a purpose, it must deliver a result, and it must be an effective use of everyone's time. On the flip side, what makes a meeting less than productive?

Non productive meetings are generally those that either fail to produce a meaningful result, or take more time than should be necessary considering the results produced.

Further, non-productive meetings are often characterized by conflict, confusion, lack of preparation, and a lack of participant engagement. In other words, non productive meetings are something to avoid. In short, this process boils down to the following steps:. At the broadest level, meeting agendas are roadmaps for how meetings will be conducted. For example, it is neither productive or actionable to plan a 3 hour agenda when only 1 hour is available. Agendas must also be properly structured considering the time available for the meeting and the time required to realize desired meeting goals.

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That's what fast tracking is for - and we can teach you how it's done. Learn More. Does the agenda make sense and is it do-able? Is the agenda properly organized considering purpose and constraints? Is the agenda properly documented, detailed and ready for distribution?

If these questions can be answered in the affirmative, you have the makings of an actionable agenda, ready for a productive meeting. If you're looking for a fast, easy way to achieve steering committee success, you'll find it inside the Project Committee Toolkit.

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In short, this process boils down to the following steps: 1 Set appropriate goals for meeting planning and related results. So what makes an agenda actionable?Sample meeting formats for how to run an effective morning huddle.

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Whether you're the CEO, the office manager, the warehouse supervisor or a construction crew leader, you face a common problem - ensuring the people working for you work effectively and efficiently as a team, toward a common goal. To achieve this - at whatever level you are in the organization - the single biggest tool you have at your disposal is the morning 'ops' meeting.

Used consistently and effectively it can directly raise your profitability by improving communications and teamwork, thus reducing waste, redundancy and errors. What's the purpose of a morning Ops meeting? Unlike other group or team meetings like monthly management meetings or strategic offsitesthe morning ops meeting is focused solely on the short-term "here-and-now" and has two purposes:. As we'll see, an effective morning ops meeting will be short, very focused on immediate operational issues and constructive.

Let's take each of those in turn:. Because it's typically held right before most people settle in to their day's work, this meeting needs to be as short as possible while remaining effective - 5 to 20 minutes is ideal. A small team, say working on a construction site, can afford a shorter meeting - as short as 5 to 7 minutes - as they will continue to work in close proximity during the day.

A team of senior executives will need longer - 15 to 20 minutes - to cover matters of more complexity and because they are highly likely to disperse afterwards and so team communication becomes more difficult. If you find your ops meeting is regularly running longer than 30 to 45 minutes, you undoubtedly need to review your agenda see belowand consider ditching some topics or sending them off to a different forum for consideration.

What should I include in my morning meeting? Only include those issues critical to the smooth running of your direct operations that day, plus a brief look at any looming operational issues that might emerge in the next day or so. For example, a construction crew foreman will be focused on ensuring that the team knows what the key deliverables are for that day, and coordinating site deliveries, sub-contractors and other needs accordingly, taking into account such issues as forecasted weather, contract deadlines and current overruns.

A warehouse manager might review the daily delivery and dispatch schedules, inventory levels and shortages, floor management issues and safety matters - and may need to do so for each shift, if operating on a 2- or 3-shift basis.

A CEO or general manager will want to coordinate the "three-legged" stool of sales, operations and admin by ensuring communication between the respective managers of such issues as upcoming reporting deadlines, out-of-the-ordinary purchasing or ordering needs, impending inventory shortages or delivery problems and pressing customer service issues.

Your morning ops meeting is not the right forum to discuss medium- or long-term issues, or anything that might be considered "strategic. For example, a construction crew site ops meeting might discuss how to reschedule work because a delivery of windows has been delayed.

It would not be appropriate for the ops meeting to get into whether or not to find a new window supplier. A senior exec ops meeting agenda might include a reminder that the monthly sales reports need to be submitted by 5 p.

By the way, here's a tip: If you don't already have an existing forum like a monthly management meeting where medium- to long-term issues like those in the previous paragraph can be discussed, don't start a morning ops meeting. It'll get bogged down in those strategic issues because there's nowhere else for them to goand the ops meeting will lose its usefulness. Apart from the two issues we've already covered keep it short and focused on the "here-and-now"here are the top five rules for a truly effective morning ops meeting:.

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Start and finish promptly. Don't wait around for people to arrive - start at the time you set for the meeting. When latecomers roll in, make it a rule that they don't proffer excuses and you don't recap anything.

The deal is, if they're late, they miss out on important information. So long as you meeting is focussed on important stuff, very quickly everyone will get the message that they need to be there, or they miss out.

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You'll find that peer pressure will work on your behalf - the other members of the team will be 'in the loop', the persistent latecomer won't, and that pressure will tell. State facts, no lectures. Remember, this is an ops meeting, not a town hall meeting. Picture a quarterback, coach and a few key team members deciding on the next play during a time out: cover the salient facts quickly, ask for input from others only where necessary, move on to the next point and get finished on time.

This is not the time for a detailed play-by-play review of the tape. Manage input from others. To stay focused and to complete your meeting in the allotted time, you will need to actively manage input from others, especially in the early days.When meetings veer off-track, participants arrive unprepared, and topics are irrelevant — these problems often arise due to poor agenda design. An effective agenda increases the productivity of the overall meeting because it establishes expectations on what needs to occur before, during, and after a meeting.

It helps get everyone on the same page on the most important topics and enables the team to quickly address key issues. In addition to this, they'll often include specific details on how the meeting will be run. For example, agenda topics will often specify who will be presenting and for how long in order to establish expectations on who will be responsible for preparing the content and how much time they will have to present it.

Depending on the meeting, agendas can be distributed well in advance of a meeting or shared at the start of the meeting. How formal should your agenda be? When the stakes are high or the situation is very formal, it may make sense to include a formal pre-distributed agenda as well as capture meeting minutes. However, the pragmatic approach is to make agendas as simple as possible to meet the task at hand.

Have decisions been shared with everyone who needs to know?

10 Ways to Make Your Operations Meetings More Effective [guest post]

If you missed the meeting, how can you catch up on the details? Ensuring that the right people have access to information both in the meeting room and after is vital to operating a successful organization. Notejoy is an effective solution for teams that want to manage their meeting agendas and notes to get and stay on the same page. It fundamentally changes the way that work is done. Real-Time Collaboration - As a cloud-based solution, Notejoy allows you to share your meeting agenda in advance with internal and external collaborators.

These collaborators can view, discuss, and comment on meeting agendas as well as view the latest version. Always in Sync - Rather than managing different versions of agendas or multiple threads of conversation, Notejoy allows the entire team to always see agendas including changes and discussions at the same time. Improved Search and Visibility - With meeting notes and discussion comments documented directly in the agenda, teams can keep details in context and maintain one system of record for everything that happened.

Manage who has access to what information, and enable team members old and new to search across past and current meeting content. Effective Meeting Agendas with Examples When meetings veer off-track, participants arrive unprepared, and topics are irrelevant — these problems often arise due to poor agenda design.

Agendas are important because an effective one increases team productivity An effective agenda increases the productivity of the overall meeting because it establishes expectations on what needs to occur before, during, and after a meeting.A meeting agenda is a list of items that participants hope to accomplish at a meeting.

The agenda should be distributed in advance of a meeting, minimally 24 hours in advance so that participants have the opportunity to prepare for the meeting. Preferably, if possible, the agenda should be available several days before the meeting. First, identify whether other employees are needed to help you plan the meeting.

Then, decide what you hope to accomplish by holding the meeting, and establish doable goals for your meeting.

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The goals you set will establish the framework for an effective meeting plan. Make certain that you have not planned more than is reasonably achievable within the timeframe of your meeting. Then, consider how much time you expect to need for each agenda item.

If the meeting is to last one hour and you have five agenda items, that gives you a general idea of the timeframe you're working with. It doesn't mean every agenda item must be precisely 12 minutes, but the five combined obviously cannot average more time than that.

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After determining your overall goal, you or your team need to make certain decisions. In addition to the purpose or goal of the meeting, also include with your agenda:.

Once you have decided that a meeting is necessary to accomplish your goal, you need to develop a list of participants. Not every employee can or should participate in every meeting, but inviting the right participants will enhance your likelihood of success. Determine your participants by asking yourself some questions:. Not every meeting needs a custom developed agenda. Most employees have regularly scheduled meetings for their departments or workgroups.

You also have teams and projects in which you participate. An ongoing project may not require a newly developed agenda for every meeting, but your team will be well served by adopting a standard approach to your meeting.

The regularly scheduled employee meeting is divided into three segments for which each has standard agenda items:. If you follow these guidelines when you develop your meeting agenda, you enhance the probability that your meeting will be more productive. An agenda for a regularly scheduled meeting can help produce the results you seek by including some basic items:. Human Resources Glossary. Full Bio Follow Linkedin.A successful meeting begins with methodical research and finishes with comprehensive, executable tasks.

weekly production meeting agenda

However, it is essential to have a clear, concise and detailed agenda before the start of the meeting to ensure the objectives of the meetings are met accordingly. However, setting an agenda for the meeting will eat up a lot of time. Additionally, it is possible that you may miss out an important element of the agenda for the meeting. You can ease this chore and save your time with a ready-made management meeting agenda template. Download Now. In any company, small or big, it is customary to have a leadership meeting from time to time.

Such a meeting is accountable for planning, organizing and managing resources for the accomplishment of company goals. A single mistake in the agenda of the meeting can cost the business dearly.

The good news is you can avert any such unfortunate scenario through a well-made leadership meeting agenda template. Management meetings at a senior level tend to be comprehensive. The agenda of such meetings is aimed at long term goal accomplishments.

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Senior management meetings also focus on problems and dynamic changes that a business has to undergo over time. Managers can ease their agenda making process with the use of senior management meeting agenda templates. A team is assigned a specific job from time to time. While the working environment and responsibilities are not very extensive, the chores are really intensive. The team has to pay attention to smallest details to ensure their job is done perfectly as desired.

So, the agenda of the meeting has to be intensive with smallest elements. As a team member or leader, you can speed up the agenda making process with the use of a pre-made team meeting agenda template and make necessary additions for betterment. Although managers are experts at determining agenda of relevant meetings from time to time, it is always handy to have a ready-made template to speed up things. An agenda template will let you understand the basic points and elements of the meeting quickly.

Also, it will assist you in drafting a professional agenda in a lot less time. Share This! Facebook Twitter Pinterest Email. Table of Contents.

Meeting Agendas: Templates for Purpose and Productivity

You may also like. Agendas Construction Meeting Agenda Template. Construction Meeting Agenda Template.Free introductory online course: Core Competency 1: Know the purpose and desired outcomes for every meeting.

It was because meetings are the most powerful tool, but also the most neglected, underdeveloped, and misapplied tool, we can use to create a healthy business. You can read all about the core function of meetingsthe underlying structures that make them workand the science behind effective decision making in meetings on our blog. This post covers the core meetings that drive effective business management.

In his letter to shareholdersAmazon CEO Jeff Bezos emphasized the importance of accelerating decision making velocity. High-performing leadership teams make decisions rapidly, but not recklessly.

To do so, they need to understand the organization's overall strategy, so they can make decisions in line with that strategy. They also need to understand the context in which they operate, so their decisions can be implemented.

Construction Meeting Agenda Template

The leadership team's job is to make decisions that keep reality aligned with the strategy, and the strategy relevant to the day-to-day reality. These two levels of focus are deeply linked yet distinct. But the kind of thinking and decision making we need when resolving a logistics problem operations is not the kind of thinking we need when evaluating the threat posed by a looming budget shortfall strategy. The way a team talks about their work changes the work.

If we talk about the big strategic challenges the same way we approach our day-to-day tasks, we waste unnecessary time on the small items and give the big ones short shrift. Leadership teams hold operational meetings often to make sure all the moving parts stay coordinated and problems can be raised and solved quickly. Frequent operational meetings also ensure that leaders know their reality.

They do not let days of change and drift pass between check-ins; they have their fingers on the pulse. Adjust strategy too often and the organization flails. Wait too long, though, and the organization either stagnates by sticking with a plan that no longer works, or loses coherence as people forget the original strategy and become lost in the everyday minutiae.

Before you invest the time figuring out if these meeting agenda templates will work for your team, let me address some questions you may have. Running these meetings will change how you work together, how you feel about your work and how you feel about each other.

Teams that adopt this meeting cadence dedicate time to solving problems and making decisions together, and to using proven methods that result in the best decisions available to them.

This cadence increases transparency and accountability. It demands discipline and encourages constructive debate.