More focus and targeted communication with the Daily Standup-Meeting
What is the most efficient form of communication and meeting culture for team work?
As managing director of braindinx GmbH, I am responsible for a creative team of almost 10 people. Meetings and the organization of the project workflow have been one of the challenges in everyday agency work for me right from the start.
The agency’s backbone is our agency software ProSonata, in which we manage projects, record times and also map the entire library. Every employee has access here and can manage his projects. But that doesn’t replace team communication.
Teamwork, feedback, brainstorming and team meetings are an integral part of agency life. But they also cost a lot of time that is lost productively. Especially long meetings with discussions that get lost in deteils lead to unplanned brainstorming sessions or affect only a part of the participants more or less everyone of us knows. In the worst case, you leave a meeting with a long to do list and without clarity for the team. That is not expedient.
My experience with meetings
I have tested different meeting models over the years and with a growing team. The goal has always been to keep the entire team well informed and productive.
The Monday meeting
The start of the week is a great opportunity to plan, assign tasks and work more focused. The idea is of course not new, but corresponds to the classic meeting culture in many offices.
How did it fail?
The organizational effort for the meeting was ultimately up to me, which is more of a problem of delegation and leadership. There was also no clear agenda and time window. So on Fridays I always had to give some time to prepare the meeting. Sometimes it would turn into Monday morning. Then of course rather half-heartedly. The organizational effort for the meeting was ultimately up to me, which is more of a problem of delegation and leadership. There was also no clear agenda and time window. So on Fridays I always had to give some time to prepare the meeting. Sometimes it would turn into Monday morning. Then of course rather half-heartedly. The exceptions interrupted the routine and crept to the end. Holidays, illness or appointments were the most common reasons.
The team breakfast
In order to revive the Monday meeting and create a small benefit, I created the Team-Breakfast . The basic idea was the same as at the Monday meeting only with the bonus of the breakfast round. Since the concept has not changed fundamentally, this meeting culture also failed after some time.
How did it fail?
In essence, it led to even longer meetings with less tangible results. It doesn’t speak and write very well at the breakfast table. Nice for a casual brainstorming session, but not for regular meetings. Preparation and follow-up, working hours and costs for meals made the concept simply uneconomical for the agency.
The management-level meeting
What can I say. With the knowledge that Monday meetings and team breakfast were not really expedient, I started in round three. More compact and smaller. The results were better, but still not really optimal overall. With a growing team, it simply makes sense to establish a second management level. We are currently in an intermediate size. So a little too small for the second management level but too big to coordinate everything as an entrepreneur alone. I am working on it and would like to keep you up to date with my experiences.
This form of meeting also has the aforementioned problems. No wonder, because this approach is not really different. We will continue to use this meeting if necessary.
How can you make meetings more productive?
The Daily Standup-Meeting. A new concept brings a breath of fresh air.
The Daily Standup-Meeting is not a classic status meeting or a longer meeting, but an operational planning for the current day. It is a briefing for effective teamwork.
The goal is to give the entire team an overview of the current project status. This makes it clear to everyone what is currently being worked on and tasks can be prioritized.
- All participants should stand
- Time frame 15 minutes
- Daily and always at the same time
- Every participant comes well prepared to the meeting
- Every participant has a say
- Discussions are avoided and possibly postponed to a later date
Why is it called the Daily Standup-Meeting?
An essential difference from the other meetings is the fact that all participants stand. That’s why it’s called a standup-meeting.
It has been proven that standing meetings are shorter and more effective. Of course, the fixed time frame also helps. Sitting is simply more comfortable. Once you sit, you stay seated for the time being.
The Daily Standup-Meeting therefore already bears the most important framework conditions in its name