The Weekly Tactical Meeting
Even with a tight-knit group, priorities become misaligned, tasks fall off the radar, information gets lost in the email void, the need for resources gets overlooked, and rumors become reality. As leaders, it is our responsibility to hold frequent tactical meetings with our respective teams to ensure they are clear on all of these items. We must take the time to align the team on why we are performing particular tasks, how we are going to do it, and how each individual will contribute. By meeting once a week, the team has the opportunity to agree on priorities, review tasks, discuss relevant information, voice concerns about resources, and discuss possible rumors.
Align the group’s priorities
Small, medium, or large team – it doesn’t matter. If priorities are not clear, there is a high chance deliverables will not be met timely. A weekly tactical meeting provides the leader with the opportunity to discuss this week’s priorities with the group to ensure everyone understands why the tasks must be due on the assigned date. Without understanding the “why” behind the tasks, then it is likely that the due dates may become more flexible in the mind of the teammate. Inevitably, the group will have competing tasks, but they must not be allowed to have competing priorities. The weekly tactical meeting must make it clear exactly what the priorities are. Individual contributors on the team should leave the meeting with a clear understanding of what must vs. what should get done.
Review overdue tasks
IT departments have the benefit of software that is purpose-built to support them in their pursuit of delivering unparalleled customer service. IT ticketing systems are commonplace these days. However, if tasks are not reviewed on a regular basis, the task can just sit there forever. Tasks should be reviewed weekly to ensure they are not falling behind. Don’t wait until the SLA is breached, or your customer complains that the service has not been delivered. Review tasks with the team to raise awareness and remove possible roadblocks.
Share relevant information
Business information is constantly in flux. The team needs to be brought up to speed on leadership changes, business objective changes, staffing changes, etc… Anything that has changed since the last meeting should be brought up in the weekly meeting. Lack of communication is often identified as contributing to employee dissatisfaction. Using the weekly meeting to share relevant information helps to remove communication barriers and increase overall employee happiness.
Discuss the need for resources
Resources are more than just people. Resources are anything that the team uses/needs to get their job done. In the world of IT, resources generally fall into the buckets of hardware, software, people, and knowledge. Allowing resource issues to be a standing item on the agenda forces the team to think of what they are lacking. They may not bring up items immediately, but as the agenda item stands, they will eventually voice needs. The team needs resources to work effectively and efficiently. Filling resource requests are usually fairly straight forward, but only if we are willing to listen to our teams.
Discuss any other issues or rumors
Rumors are simply items that people hear about from friends and colleagues at work. Sometimes they have merit, sometimes they don’t. If we don’t clarify which items do and don’t have merit, the team will make up their own story. Rumors can be very harmful to the team and can have devastating effects on moral. Simply asking the team if there are any rumors you can answer, any elephants in the room, you can avoid the team jumping to their own conclusion. By asking these questions we run the risk of being asked uncomfortable questions, questions about possible layoffs or financial issues, but as leaders, it is our responsibility to handle the discomfort.
It is our responsibility as leaders to ensure our teams are aligned, clear on priorities, held accountable, have the resources necessary to do the job, and have all the information needed to work effectively. Weekly tactical meetings ensure the team is moving forward as a group – and not as individual contributors.