Meeting, who doesn’t love a meeting? It depends on a number of factors, if the meeting was worthwhile or a waste of time. According to a survey of U.S. professionals by Salary.com, meetings ranked as the number one office productivity killer. Well, technically a spa isn’t a traditional office, but it is a place of business that requires a certain number of meetings to keep things running smoothly. Whether you are a spa owner or spa manager/director, conducting successful spa meetings can either motivate or deflate your team.
Here are JMPankey Partners’ tips for conducting a great meeting:
Step 1: Set Your Agenda
It is very important that your agenda has a purpose and goal. What do you want to accomplish? Who needs to be there? Be very specific in what you are addressing and let the invited team know the agenda. If you are expecting a team lead to contribute to the meeting, let them know so they can prepare. Try to keep the meeting short, no more than an hour, 45 minutes is ideal. You can also assign a clock watcher to manage the time. Everyone appreciates knowing their time won’t be wasted.
Step 2: Give Notice
Nothing is more frustrating than last-minute planning. Give your staff the courtesy of 1-2 weeks notice for a planned meeting. If they are to come in on unscheduled time, they need to make accommodations. Meetings should be paid time. If you do not have an hourly rate, establish a set compensation for training and meeting time.
Step 3: Prepare Your Space
Set your meeting up for success by organizing your space. Have ample chairs, water, paper and pens for all attendees. If you are having a morning meeting, set out a platter of pastries and have coffee/tea available. It’s amazing how attentive well-fed staff can be! Additionally, establish ground rules, tell staff how long the meeting will run, ask all spa staff to turn off electronics (no phones please) and let them know there will be time at the end of the meeting for questions.
Step 4: Deliver the Message
Stay on topic and follow your agenda. It is easy to get side tracked, so ask all spa staff to save questions until the end. Be very direct and stay on point, everyone’s time is valuable and no one wants to hear what you did over the weekend. If you have an employee who is over talking and getting off point, just say “Thank you for your contribution, but we need to stick to the agenda. Let’s make that a focus for our next meeting.” If you want a quick and to the point meeting, host it standing up – it will definitely go faster.
Step 5: Take Time To Appreciate
Always carve out 5 minutes to recognize staff that are going above and beyond. Praise them and let them know they are appreciated. You can set categories such as: top retail sales, top service sales, customer service, team player, etc. Staff will love knowing there is recognition – and awards – for their efforts. Depending on your goal setting, they could receive a retail product, gift card to a coffee shop or iTunes/Amazon gift card.
Now it’s time to wrap it up! Summarize key meeting points and goals. Set clear expectations and leave time for questions. Staff will greatly appreciate a well-structured and organized meeting; their time is as valuable as yours. Set a quarterly meeting schedule so everyone can plan ahead. For quick messaging, use the good ole bulletin board and email.
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