Template

Staff meeting template

Everybody who works here, once a week or once a month: news, numbers, problems and who is doing what.

45 minutesFor Managers of shops, clinics, schools, offices and teamsAgenda room
Change the agenda first

The agenda, with a time for each part

  1. News everybody should hear5 min
    • What has changed since we last met?
  2. How we are doing8 min
    • Which number tells the story this month?
    • What did a customer say that we should all hear?
  3. Problems on the floor12 min
    • What went wrong this week, and what did we do about it?
    • What keeps happening?
  4. Rota, cover and time off8 min
    • Where are we short, and who can cover?
  5. Ideas and questions from staff8 min
    • What would make your job easier?
  6. Who is doing what4 min
    • Who, and by when?

How the notes read afterwards

A made-up example, so you can see the shape. In a real call each line carries the words that were said and who said them.

News. The new card machine arrives Thursday; training on Friday morning.

Problem. Deliveries arriving after opening three days running. Maya rings the supplier today.

Cover. Saturday is one short. Noah takes the morning.

Running it well

Ways to change it

Ten-minute huddleStanding up, at the start of a shift: yesterday's problem, today's plan, who is where.
Monthly, for the whole businessAn hour, with the numbers for the month and one thing done well by a named person.

When to skip it. When there is no news and no problem. Put the rota on the wall and give people the time.

Questions

What should be on a staff meeting agenda?

News, how the business is doing, problems, the rota, staff questions, and who is doing what by when.

How often should staff meetings be held?

Weekly for a team that works together every day; monthly for a whole business.

What happens in the room

Everybody joins from the link, with no account. The agenda sits beside the call and each item fills in with what was said about it, under the name of the person who said it.

More templates

Safety meeting (toolbox talk)Ten or fifteen minutes before work starts: one hazard, what happened lately, and what everybody does differently today.Handover meetingWhen work changes hands: what is in progress, what is promised to whom, and what only the person leaving knows.Strategy offsite (half day)Half a day away from the daily work: where the company is, the few choices that matter, and three priorities for the year.Budget review meetingSpending against the plan, line by line where it matters, and the decisions that follow.Decision meetingOne decision, the choices on the table, and a written record of what was chosen and why.Quarterly planning meetingOnce a quarter: look honestly at the last three months, choose a few things for the next three, and check there are enough people to do them.Daily standupFifteen minutes, three questions, everybody once.Weekly team meetingThe numbers, everybody's one priority, and the decisions that cannot wait.

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