You’ve likely heard of daily stand-up meetings in the business world. These meetings are sometimes called daily scrum, huddle, morning roll-call, and 15-minute meetings. Regardless of what you call a stand-up meeting, the benefits of meeting first thing and getting everyone on the same page are multiple.
Forbes recently reported that holding a stand-up meeting as opposed to a sit down meeting reduced meeting times by as much as 34%. The reasons why stand-up meetings are more efficient include:
- Stand-up meetings tend to have a central focus
- People are less comfortable, so get to the point faster
- People expect the meetings to be shorter and work to achieve that
Stand-up Meetings for Event Coordinators
When you are hosting a conference or even a simple event such as a cooking class, it is smart to get everyone on the same page before the attendees arrive.
Before the Day of the Event
Before the day of your event, prepare your volunteers and staff for the meetings. Explain the purpose of a stand-up meeting and what the focus will be or each day of the event. Ask your staff to come prepared to share what they have worked on or what their roles will be that day.
The Morning of Event
The morning of the event, planners should meet at least 30 minutes before the first attendee will arrive. Make sure everyone is on the same page with the goals of the event. Is the goal to make attendees feel welcome or to create a smooth registration process? Are there any missing helpers whose spots need to be filled? This meeting is the time to handle that.
During Stand-up Meetings
Make sure everyone has the information they need to get through the day in an effective manner. This includes explaining what the chain of command is for the day. Who is the top person in charge? If helpers have a computer problem, who do they contact? If an irate attendee starts throwing a fit, who handles that? Allow your helpers to ask questions as well, as they may think of something you’ve not thought of.
Tips for Holding a Successful Meeting
There are some things to keep in mind when hosting stand-up meetings that will allow you to get the most possible traction from them.
One thing you can do is have a set of two or three questions that each person answers. This can help you avoid going down rabbit trails and keep everyone focused on the task at hand. These questions might include:
- What do I need today to do my job effectively?
- What problems do I think might hinder me?
One thing you don’t want to do during your stand-up meeting is micromanage every aspect of the day. This goes against the entire idea of the short meeting format. Instead, give people tools to work out their own solutions. A chain of command, ideas for thinking on the fly, etc.
Limit Response Time
Some people are naturally wordier than others – they may tend to ramble on and on. One way to avoid this and make sure everyone gets input at the meeting is to time each participant, giving them one or two minutes only. When the timer goes off, the moderator of the meeting must speak up and move things forward.
Overcoming Communication Problems
No matter how hard you try to make stand-up meetings user friendly, there may be one or more people who simply aren’t comfortable with this format. Be sure to let everyone on your team know that you are available to meet with them on-on-one to discuss any questions or concerns they might have.
The stand-up meeting is a good tool for teams, but if you have a team member who feels uncomfortable, then it fails to be effective for his or her needs. That is when it is time to step out of your own comfort zone and give that person a little extra attention to work out any issues he or she might be having with the task at hand.
At the same time, these meetings can be an excellent stress management tool. It will allow everyone to see just how organized the event is and how any mishaps will be handled. Before you plan your next event, go ahead and plan to hold a stand-up meeting before the program starts.