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What are the 4 steps of the morning meeting

4 Key Steps to a Successful Morning Meeting

What are the 4 steps of the morning meeting

4 Key Steps to a Successful Morning Meeting

Initiating the Day with Greetings

  1. Initiating the day: greeting

    • Duration: 5 minutes

    • Description: At the beginning of the day, all members are asked to share their mood and a personal highlight since the last meeting. Such an approach initiates a semblance of belonging to the team and daily communication.

    • Question to ask: What’s something positive that happened to you since we last met?

  2. Setting the agenda

    • Duration: 10 minutes

    • Description: Following the greeting, the leader of the meeting presents a plan to the members. This brief discussion emphasizes the goals of the day and priorities before the team members. As follows, the participants can determine their specific responsibilities for the day, mitigating the potential for misunderstanding or conflict.

    • Affirmation sample: “Today, we need to finalize the client presentation and resolve the budget discrepancies identified yesterday.”

  3. Progress updates

    • Duration: 15 minutes

    • Description: At this point, all members give a brief summary of what they did that day. Such a gathering encourages responsibility and tracking the process to find issues. The participation of the members is required to keep the day in question accurately and timely.

    • Question to ask: Can you outline the steps you’ve made on Project X this week?

  4. Open floor

    • Duration: 20 minutes

    • Description: At this point of the briefing, the members can ask for help, raise a point of discussion , or propose a new initiative. Such conversations perfect the process of teamwork and help to cope with various issues.

    • Starting point: “Does anyone have creative solutions for the issues we had with the software last week?”

What are the 4 steps of the morning meeting

Establishing a Routine Through Circle Time

Circle Time is not just another day’s routine; it is a ritual that gives structure and warmth to kick-starting the day. It takes about 10-15 minutes. The purpose of Circle Time is to specify the expectations and immerse all members of the team in the desired team culture. It involves engaging with the team in an informal conversation of relevance and, at the same time, keeping the conversation focused.

Example Circle Time Activity: Each person tells their goal for the day in a sentence while the others listen and provide one-line positive reinforcement in return.

Setting the Daily Goals

Immediately after Circle Time, the leader should take about 5 minutes to discuss the specifics of goals. It helps direct the flow of everyone’s day.

Example of the type of daily goal: Today, let’s complete the design phase of Project Y.Let’s aim at starting the testing phase by afternoon.

Individual Updates

For a team of about 5 people, each member can take around ten minutes to give informative and useful details about what they have done so far. The leader should use this time to facilitate transparency amongst the team members.

Example of an update: I have started putting the final touches on the first draft of the marketing proposal.Today, I finished the draft and need feedback for the “budget” section.

Problem-solving Discussion

This should be the last 15-20 minutes of the morning meeting when the floor can be open for all kinds of talk. Everyone with an issue can bring it up, and the others in the room can brainstorm and contribute to it.

Example of a problem-solving thread: I can’t seem to get a hang of the new software. Has anyone had an easier time transitioning?

Sharing Time: Fostering Connections

  • Sharing Time

Sharing time is at the heart of building a strong team atmosphere, and not only does this activity kickoff the meeting, but it also does so with a bang of personal connections. Ideally, sharing time should be about 10 minutes, where each team member presents what they intend to do they are excited about in their personal or professional lives. Many people find this activity exciting since it breaks the ice and grows the bond with the team. For instance;

What are you looking forward to this week in the office or out of the office?

  • Setting the day’s intentions

After the sharing time, the team leader takes 5 minutes to set the intention of the day to all the team members. This is crucial since it helps in preparing everyone for the work ahead and becoming strategic. For example;

What crucial activity do you have to complete today, and why is it crucial?

  • Collaborative goal

Next, the team takes the next 10 minutes to look at the previous meeting’s goal. It is essential to help everyone present to be accountable to other members. Furthermore, this session is also critical offers members an opportunity to talk about what works for them. For example;

What are the goals we planned in the last meeting, and who met their targets for last week?

  • Open Q&A

The session ends with 10 minutes of an open question and answer event. This is important because many members might have uncertainties. For example;

Who needs us to explain chores, or who has further clarification on the new project timeline.

Setting the Day’s Agenda with Positivity

The importance of starting the morning meeting with a positive framework is high, as the mood and productivity of the team in the day ahead may depend on the discussion performed in the morning. The following element usually takes 5-7 minutes and implies a clear understanding of the day agenda while being positively tuned. It is not only about what will be done, but why and how the tasks will contribute to the overarching knowledge. An example will be:

  • Today, we’re going to conquer our project milestones, and I’m excited to see the innovative ideas you will consider!

The next, 3 minutes element takes place immediately after the setting of the agenda, and implies the setting of the individual goals. While the latter can be quickly adjusted to be conforming to what the leader perceives, it is critical that each of the members of the team is aware of their task and has a clear focus. An example can be:

  • Please take the next 3 minutes and carefully think about one significant task you want to achieve today, and which will move us further towards meeting our project goals.

One of the most important elements afterward is the following 10-minute collaborative prioritization, which can significantly help to manage the workload and allocate resources in an efficient manner. In this way, the approach enables to start with the critical tasks and adjust the arrangement or pacing on the fly. An example can be:

  • Let’s go ahead and prioritize these elements under 1 and 2 . Afterward we will see 1 . Who requires more time or support in order to perform the leading role on our priority task today?

The last 5-minute element is encouragement and support, where the leader and participants can inspire each other and underscore the reinforced support network within the team. An example can be:

  • I understand that the upcoming project deadline is tough, but I’ve seen you in action. We’ve got this and we’re there at any point to help each other!

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