Technology is constantly speeding up the pace of business: Decisions once delayed for weeks are now made in seconds thanks to Internet communication. Computer analytics put real-time market information at your fingertips. Transactions can occur anywhere, any time. Logic holds that businesses that can’t keep up will be left behind.
Just to keep pace, businesses must develop organizational agility, and it’s absolutely critical if they want to do more than just survive. Organizational agility is being able to move quickly and decisively, and one of the biggest obstacles is unproductive, time-wasting meetings. Often, they start late, run long and don’t achieve much. However, meetings are the backbone of an agile skin care facility. Following are tips for developing agile meetings with traction.
Map your meeting
Create a standing agenda and a master spreadsheet with tabs relevant to each agenda item with the expected inputs and outputs. That way, the meetings are easy for the spa owner to run because everything is crystal clear.
Set the mood
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Set the tone for the energy level by playing a video or music. You can tell a story, read a quotation, or be unpredictable and create a surprise factor.
Frame the purpose of the meeting as a question: For example: How do we best retain existing clients? Questions get the human brain thinking more quickly.
Document the action live
Instead of taking notes, editing them and distributing them afterward, save time by capturing everything electronically in real time. You can project action items for all to see during the meeting, and keep them in a master spreadsheet made available on your spa’s computer network for easy access by all.
Meetings should last 45 minutes, from five minutes after the hour to 10 minutes to the hour. Allot time for each agenda item and especially for presentations. Get people used to the fact that you will stop anything that runs over. When you challenge people to figure out how to get things done in the time allotted, you will be amazed at how they can.
Leverage wall space
Wall space is one of the most underutilized assets in your business. Post the standing agenda, creative problem-solving frameworks, your spa’s core values, key elements of your strategic plan, inspirational quotations and more on the walls, all in a format large enough for you to refer to during the meeting.
Have everyone take a minute to write down an idea relevant to the agenda item. Go around the table and allow team members to share their ideas, or break into pairs or triads to discuss the ideas and report back. Remember to allot time for each step of the process.
Get fast consensus
Once the options are on the table, facilitate the group toward fast decisions with statements and questions like: “I’m leaning toward this …”, “Does anyone have a major objection to that … ?”, “Can everyone get behind that?” Then move them into fast action by asking: “How would we best do that?”
Agility is the ability to be constantly looking for opportunities to move forward toward goals while planning for problems. It’s being able to capitalize on fleeting opportunities, rebound from problems and make decisions on the turn of a dime. That doesn’t happen in skin care facilities where both management and team members are bogged down by burdensome systems, procedures and time-wasting meetings stuck in minutiae. Creating agile meetings is one big step toward creating an agile skin care facility.
Mike Richardson is president of Sherpa Alliance Inc., a management support business, and a chair with Vistage International, a global collaborative of CEOs. He holds an MBA from London Business School and is an adjunct faculty member at the University of San Diego Business School.