Effectively Conduct “Daily Huddles” to Set the Work Day Right (+ Free Download)
A daily huddle is a short meeting, usually taking only about 15 minutes, conducted by the team leader before the start of the day or shift. The team discusses the tasks before them for the day and any news about the company—sales promotions, changes in policies, new officials, etc. is announced.
Sports teams also conduct daily huddles, along with many other groups or organizations. This practice has been proven to be an effective leadership and management tool. Although it is expected that any employee should already know what she is supposed to do on a daily basis; daily communication with her supervisor or manager will help her become more engaged in her work and more involved with the organization or the project.
Daily huddles in the workplace are also an effective way of improving internal communications within a company. Messages are easily understood, and there is an open exchange of thoughts. This informal nature of conversation allows a more open and warm discussion. Employees feel freer to share their ideas or to express their opinions when asked. They become more confident in raising their concerns or issues at their level and, in turn, these can addressed and resolved.
Though it is still part of the workday, a daily huddle provides a good bonding activity within teams or units in the organization, as it makes them feel more attuned and coordinated.
- How to Conduct Daily Huddles Effectively Part 1
- Effective Daily Huddle Template: Free Download Part 2
- How to Spend 10x Less Time on Meetings Part 3
- How to Improve Meeting Summaries Part 4
- Additional Sources Part 5
Here are some tips to effectively conduct the daily huddle:
- Encourage everyone to attend the daily huddle. Make this activity a daily practice to instill commitment among all employees and make it something for them to look forward to.
- Break the ice by beginning the discussion with good news that brings a positive vibe, or a light topic that allows everyone to have a good laugh. This will help to get everyone talking.
- Daily huddles can also be an opportunity to get to know each team member on a personal level. Make it a point to squeeze in a topic in the daily huddle agenda which will allow everyone to share something about themselves or their experiences.
- Even if the daily huddle is just a short meeting, it is still important to document what was discussed. Make recording it easier by using a daily huddle template.
Tip: If you use status.net instead of daily huddles, all information is collected automatically and always available for future reference, including printable reports with flexible filtering by person(s) and date range.
- On the other hand, the daily huddle is not the right venue to investigate issues or to scold employees. Save these topics to be discussed during one-on-one meetings with individual employees.
- When teams regularly have daily huddles or daily updates via status.net, they will notice that there are fewer emails and interruptions during the day. Employees become more focused, and their work expectations are clearer, making them more productive and efficient.
Effective Daily Huddles: Free Download
How to Spend 10x Less Time on Meetings?
How to use status.net for status reports:
- Easily implement daily or weekly status reports for your team members by creating a status feed with questions like “What did you do today?” or “How did you contribute to the team’s goals this week?”.
- Peace of mind: No one forgets to fill in their status reports because status.net sends timely reminders according to the recurrence schedule you chose.
- Increase workplace satisfaction by improving transparency: Each status update has a separate section for comments, which is used by team members to clarify information, including upcoming goals, and by leaders to provide feedback and coordinate better without micromanagement.
- Use status reports for future reference and decrease time and efforts spent on monthly, quarterly, and yearly reporting thanks to powerful filtering and export features.
- Optionally, enrich reports with the latest updates automatically added from web apps your team uses (such as project management tools, version control systems, support systems, financial applications, CRM, etc.) by connecting these apps to your status feed.
- Spend less time on meetings by making them more productive because everyone is on the same page at all times.
- Sharing: Status reports can be either
— exported to files and printed, or sent by email;
— shared with manager online (in this case, an email with the full text of the status report will be sent automatically); or
— shared online as company-wide or team-wide status reports, i.e., all team members share their progress with each other.
How to configure status reporting:
- Create a “Daily Status Report” feed and set up a recurrence.
- Configure who will write and read reports by choosing the “Participants” tab and then clicking the “Cog” button near “Feed Participants” title.
- Set the status feed as “Team-wide” if you want all team members to view each other’s status reports.
- Alternatively, you can allow access to status reports for certain participants only (such as yourself if you’re a team lead). In this case, turn “Team-wide” mode OFF and restrict viewing by unchecking “View” properties for other participants. Team members with the “View” checkbox unchecked will only be able to view their own status reports.
- If you’re a manager and you don’t plan to share your status reports with your team, uncheck “Update” for yourself – in this case, you won’t receive reminders to fill in this status report.
- The Recurrence setting configures how often participants receive email reminders to fill in their status reports. This feature is optional and can be turned off.
- You can add, remove, and assign new team members at any time.
Step 2: The text of the status update should be added to the “Update” field of status feed.
Data such as the report type, date and name will be added automatically.
As soon as a new status report is added, participants with “View” rights can view it in real time when they log in to their accounts. They will also automatically receive emails with the full text of status reports.
Step 3 (Optional): Generate a report and export it to PDF.
(Skip this step if you share status reports online and don’t print them.)
- Choose dates
- Choose people
- Click “File” button
- Choose type of report and click “Generate Report”
How to Improve Meeting Summaries
How to use status.net for meeting summaries:
- Make meeting summaries instantly available to the team members and stakeholders, including those who were not present at the meeting.
- Save time with auto completion: Most fields (such as date, name, formatting, etc.) are inserted automatically by software.
- Option to have post-meeting comments in context: Each meeting summary has its own section for comments.
- Draw the attention of specific team members to the latest meeting summary by using the “mentions” feature; for example, if you need input or clarifications from those people.
When you @mention a team member either in your meeting summary or its comments section, they will receive a separate personal notification and will know they’re expected to take action.
- Peace of mind: Recurrence can be configured for regular meetings. In this case, the assigned people will receive timely automatic reminders to write the latest meeting summary.
- Eliminate data silos: All meeting summaries are accurately collected in one place and can be easily accessed and shared with anyone, including managers and colleagues from other departments.
If post-meeting discussions took place in the meeting summary’s comments section, this info will be automatically documented and available as well.
- Configure visibility settings with the “Team-wide” and “Invite-only” modes.
- Collectively create meeting summaries by adding multiple contributors.
- Sharing: Meeting summaries can be either
— exported to files and printed, or sent by email;
— shared online with selected people (in this case, an email will be sent automatically to those with “View” permission); or
— shared online company-wide or team-wide (an email with the full text of meeting summaries will be sent automatically to each team member).
How to configure meeting summaries:
- Create a “Daily Huddle Summary” feed and set up a recurrence (for regular meetings, set how often you usually hold meetings; for irregular meetings you can leave this setting blank).
- Configure who will write and have access to meeting summaries by choosing the “Participants” tab and then clicking the “Cog” button near the “Feed Participants” title.
- Set the meeting summaries feed as “Team-wide” if you want all team members to view meeting summaries.
- Alternatively, you can allow access to meeting summaries for certain participants only. In this case, turn “Team-wide” mode OFF and invite viewers; restrict viewing by unchecking “View” properties for other team members.
- Check the “Update” checkbox for those who are assigned to write meeting summaries. They will receive timely reminders to fill in the latest meeting summary, according to the “Recurrence” setting you configured in Step 1. The Recurrence feature is optional and can be turned off.
- You can add, remove, and assign feed participants at any time.
Step 2: The meeting summary should be added to the “Update” field of the feed.
- Use of bulleted or numbered lists has been shown to improve readability and productivity.
- If different people create separate summaries for different parts of the meeting, each of them should fill in the “Update” field and click “Submit.”
- Participants can comment on a meeting summary (or a part of meeting summary, if posted separately by different people) in its comments section, which ensures the right context and makes additions available for further reference.
- Mention those people who you want to take action or pay attention by using @ before their names. These people will receive personal notifications on their status accounts and by email.
Info such as the date and the name of the person who wrote that meeting summary will be added automatically.
As soon as a new meeting summary is added, participants with “View” rights can view it in real time when they log in to their status.net accounts. They will also automatically receive an email with the full text of the latest meeting summary.
Step 3 (Optional): Generate a meeting summary report and export it to PDF.
(Skip this step if you share meeting summaries online and don’t print them.)
- Choose date range
- Click “file” button
- Choose type of report (“By Date” – to sort meeting summaries by date) and click “Generate Report”
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See also: How to Make Meeting Agendas 10x Easier