Periodic meetings between people who work together are useful moments to coordinate the company. However, badly managed meetings can lead to unpleasant damages and misunderstandings. We must pay attention to many details in their organization, otherwise it is possible to meet “the 3 devils of meetings“:
- do not have meetings
- have meetings and do not decide
- decide and do not act
In the FBU System, meetings are a key moment to ensure the effectiveness and efficiency of the company. They are an opportunity of reflection and decision in order to work with shared goals.
One of the most asked question we receive is: “How many meetings should I have in a year?“. We want to answer this question by explaining how many and what types of meetings are needed during a year of work.
When to have meetings?
The FBU System suggest to have a minimum of essential meetings, which do not need more than 20% of the working time of each person. It seems like a great amount of time, but it is a fundamental commitment if you want to ensure an effective coordination of the company.
Daily Meeting. 5-10 minutes of contact with your team or your office to take stock of the situation. The aim is to understand people’s mood and coordinate priorities.
Weekly Meeting. One hour of coordination within the office on people’s work programs and updating on individual and shared priorities.
Inter-functional Weekly Meeting. A meeting between offices that share processes. The type may vary depending on the company. For example: production planning management meetings, job order progress meetings, project management meetings and product development meetings.
Monthly Meeting. This is the meeting between the bosses in order to share the performance results of the company management. Furthermore, there can be a dialogue on cross-functional projects.
Semiannual or Annual Meeting. An occasion to update the bosses and stimulate a comparison with the external market and the internal development. It is also useful to take stock of the situation on the company’s purpose, vision and strategies, talking about new projects and always looking to the future of the business.
How can we help?
We have created some free tools to help you manage the different aspects of your business, including meetings. You can consult them independently or with your team.