Meetings

Standard operating procedure for meetings

Objective:

To ensure that meetings are conducted efficiently, effectively, and with clear objectives, adhering to specific agendas and formats tailored to the type of meeting.

1. Agenda Preparation:

• Responsibility: The meeting organizer is responsible for preparing and distributing a clear and concise agenda in advance.
• Timing: The agenda should be shared with participants at least [Specify Timing, e.g., 48 hours] before the meeting.
• Content: The agenda must include specific topics to be discussed, objectives for each topic, and the estimated time allocated for each item.

2. Attendee Selection:

• Responsibility: The meeting organizer should carefully select and invite only individuals who are relevant to the meeting's purpose and can contribute to the discussion.
• Efficiency: Limiting attendance to essential participants maximizes efficiency and ensures meaningful participation.

3. Time Management:

• Punctuality: Start and end the meeting on time to respect participants' schedules.
• Time Allocation: Allocate sufficient time for each agenda item and adhere to the established schedule.
• Facilitator: Designate a meeting facilitator to keep discussions on track and manage time effectively.

4. Documentation:

• Meeting Minutes: Appoint someone to take detailed meeting minutes, including key discussion points, decisions made, and action items assigned.
• Distribution: Share meeting minutes promptly with participants after the meeting.

5. Follow-up Actions:

• Responsibility: Ensure that action items are clearly documented during the meeting, including the responsible person and due date.
• Accountability: Monitor and track the progress of action items between meetings.

6. Feedback and Communication:

• Encourage Open Communication: Create an environment where participants feel comfortable sharing their thoughts and ideas.
• Feedback: Collect feedback from participants on meeting effectiveness and make necessary improvements.

7. Continuous Improvement:

• Periodic Review: Regularly review meeting processes and seek opportunities for improvement.
• Adjustment: Adjust meeting formats, agendas, or protocols as needed to enhance efficiency and effectiveness.

8. Types of Meetings:

8.1 Executive Meetings

Weekly Executive Performance Meeting

• Review of High-Value Initiatives
  • Focus on progress and obstacles.
• Team Performance Assessment
  • Evaluate against pre-determined measures.
• Accountability Check
  • Reinforce single-point responsibilities.
• Cross-Departmental Alignment
  • Address issues between organizational silos.
• Key Issue Debate
  • Robust discussion on critical topics.
• Performance Standards
  • Reiterate and enforce expectations.
• Talent and Capability Development
  • Discuss key personnel and their development.
• Risk Management Update
  • Overview of current risks and mitigation strategies.
• Strategic Positioning
  • Confirm and refine strategic objectives.
• Communication Strategy
  • Develop key messages for wider dissemination.

Monthly Executive Strategy Meeting

• Strategic Review
  • Assess progress towards strategic goals.
• Initiative Brainstorming
  • Identify and prioritize new high-value initiatives.
• Performance Review
  • Analyze team and individual performance metrics.
• Organizational Alignment
  • Strategies to improve cross-functional cooperation.
• Long-Term Planning
  • Discuss future objectives and direction.
• Risk Assessment and Management
  • Review and update risk management strategies.
• Talent Management
  • Focus on leadership development and succession planning.
• Strategic Messaging
  • Craft communication plans for internal and external stakeholders.

Quarterly Business Review

• Business Performance Overview
  • Review quarterly results and metrics.
• Market Analysis
  • Discuss market trends and competitor activities.
• Strategic Alignment Check
  • Ensure all initiatives align with strategic goals.
• Departmental Highlights and Challenges
  • Share updates from each department.
• Risk and Opportunity Assessment
  • Evaluate potential risks and opportunities.
• Resource Allocation
  • Discuss budgeting and resource management.
• Goal Setting
  • Set objectives for the next quarter.
• Stakeholder Communication
  • Plan for stakeholder engagement and reporting.

8.2 One-on-One Meetings

Bi-Monthly 1-1 with Alternating Agenda

• Meeting with Employee's Agenda
  • Discuss issues and challenges faced by the employee.
• Meeting with Manager's Agenda
  • Formal assessment of performance, KPIs, and development.

Ad Hoc Meetings

• Performance Improvement Meetings
  • Provide feedback and coaching to enhance performance.
• Recognition Meetings
  • Acknowledge and discuss instances of excellent performance.

8.3 Group & Team Meetings

Daily Team Standup Meetings

• Update on Tasks
  • Quick status updates from each team member.
• Identifying Blockers
  • Discuss challenges and seek solutions.
• Alignment on Goals
  • Ensure everyone is aligned with daily and weekly objectives.

Monthly All Hands Meetings

• Company Updates
  • Share organizational news and updates.
• Team Highlights
  • Showcase team achievements and learnings.
• Strategic Focus
  • Communicate key strategic messages and goals.
• Open Forum
  • Q&A and open discussion with leadership.

8.4 Decision Making Meetings

Ad Hoc Decision Meetings

• Issue Presentation
  • Outline the issue requiring a decision.
• Discussion and Debate
  • Open floor for input and perspectives.
• Decision Making
  • Facilitated by the accountable decision-maker.
• Action Plan
  • Develop a plan for implementing the decision.

Project Steering Group Meetings

• Project Updates
  • Review project progress and milestones.
• Issue Resolution
  • Address specific project challenges.
• Decision Making
  • Make key project decisions.
• Resource Allocation
  • Discuss and allocate resources as needed.