In this episode, Sam Spurlin, an expert in implementing and scaling effective action meetings, joins Aaron Dignan and Rodney Evans to discuss strategies for making meetings more productive. They cover topics such as engaging check-in rounds, metrics review, project updates, and the importance of metacognition in work meetings.
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Quick takeaways
The action meeting provides a structured and collaborative platform for teams to unblock work, promote autonomy, and foster open communication.
The deliberate structure of the action meeting ensures clarity, accountability, and efficient collaboration, making it a valuable tool for teams.
Deep dives
The Action Meeting: A Guide to Effective Collaboration
The action meeting is a highly structured and collaborative weekly meeting that aims to unblock work and ensure clear communication within a team. The meeting consists of several steps: check-in round, checklist or habit review, metrics review, project updates, building the agenda, processing the agenda, and a closing round. Each step has a specific purpose, such as fostering psychological safety, tracking team metrics, and addressing current projects and needs. The meeting is designed to empower team members by allowing them to bring their own triage items, make requests, and take ownership of their work. It promotes autonomy and accountability while providing a platform for open and transparent collaboration among team members. As a result, the action meeting enables teams to be adaptive, efficient, and aligned in their work.
The Role of Structure and Focus in the Action Meeting
The action meeting is characterized by its deliberate structure and focus on action and unblocking work. It provides a platform for team members to discuss and address specific projects and needs, ensuring that everyone is on the same page. The meeting starts with a check-in round to build positive vibes and ensure everyone's voice is heard. It then progresses to a checklist or habit review to monitor team progress. Metrics review allows teams to track important metrics to steer their work. Project updates provide a chance to discuss recent progress and changes. Building the agenda and processing it promotes collaboration and decision-making. The meeting wraps up with a closing round to reflect on insights and plan for future improvements. The structured nature of the action meeting fosters clarity, accountability, and efficient collaboration, making it a valuable tool for teams.
Unleashing Autonomy in the Action Meeting
The action meeting is a powerful catalyst for autonomy within teams. By enabling team members to bring their own triage items and make requests, the meeting encourages autonomy, ownership, and empowerment. There is a clear separation between building the agenda and the subsequent discussion, ensuring that everyone has a say in deciding the meeting's focus. The meeting also emphasizes the importance of specific and actionable requests, fostering clear communication. Through the action meeting, teams can break away from traditional hierarchical dynamics and embrace a more collaborative and autonomous approach to work. By giving individuals the space to contribute, make requests, and address their needs, the action meeting promotes a culture of autonomy and fosters a sense of shared responsibility within the team.
Benefits and Practical Applications of the Action Meeting
The action meeting offers numerous benefits and practical applications for teams. It enhances productivity and efficiency by providing a structured framework for addressing work-related challenges and unblocking projects. The meeting allows teams to assess and align their progress through metrics review and project updates. It facilitates collaboration, open communication, and cross-functional understanding by providing a platform for discussing specific needs and requests. The action meeting can be adapted to various team contexts, such as engineering teams or leadership teams. It creates a sense of shared purpose and accountability, leading to greater team cohesion and trust. Ultimately, the action meeting transforms the way teams work, enabling them to adapt, innovate, and achieve their goals more effectively.
If we’ve said it once, we’ve said it a thousand times: Meetings are the worst. Instead of being a meaningful work tool to help teams strategize efficiently, meetings more often block things—anything—from actually getting done. At The Ready, we’ve got a different method: action meetings.
In this episode of Brave New Work, Aaron Dignan and Rodney Evans invite longtime member Sam Spurlin on the show to dispense a step-by-step guide to implementing and scaling effective action meetings. They break down the best ways to “get people what they need” and reveal how to keep the action-meeting train chugging along into the future.
(Editor's note: this might be Sam's first appearance on the show, but it won't be his last! He'll return to co-host the Future of HR miniseries with Rodney in 2023, and then Aaron formally passes the co-host baton to him at the start of 2024.)