Staff meetings are the most effective way to establish communication within your company. These meetings should be productive, setting weekly goals, discussing objectives and communicating all office activities. These meetings are not the place for gripe sessions.
The office manager should have an agenda ready at the beginning of each week. I actually believe Tuesday a.m. is the best day for meeting because Monday is usually a hectic time for everyone. Have at least five items on the agenda to discuss.
All staff should be prepared, bringing their calendars to this meeting. I once worked for an employer that purchased the same calendar for each of its employees, and everyone was required to show up to meetings with the calendar in hand.
This weekly meeting should not be the place to address specific projects that relate to only certain individuals or teams. Schedule another meeting for this purpose.
Weekly staff meetings are not the place to discuss individual performance. It would be perfectly fine to offer praise to someone for excellent achievement for the week, but very unwise to bring up negatives of any individual in front of the entire staff.
Again, do not allow this meeting to become a place for employees to spend an abundant amount of time hashing and rehashing problems within the company. This is not the forum for this type of communication. This meeting is simply to set goals for the week and make sure everyone is on the same page.
“If someone is doing a good job them you tell them they are doing a good job. If they are not doing a good job then you tell them that too without tearing them down and criticizing them in front of other people. If there is a problem you call them in to the office and you deal with it one on one.” ~ Dusty Baker