How can you lead lean meetings and reviews effectively?

My favorite lean meetings, the daily stand-ups, excel when they are structured, data-driven & team-focused. These sessions must adhere to a clear structure, require pre-work & emphasize the PDCA (Plan-Do-Check-Act) cycle. They should foster a results-oriented focus that is blame-free while encouraging open dialogue. Accountable members should present their updates, with the team contributing through active listening, thought-provoking questions, and root cause resolution. This approach ensures not only that the meetings are informative but also drive the right results, making each stand-up value-adding. It also further develops the team's commitment to lean principles & performance management, fostering a culture of continuous improvement.

In my experience, there are certain elements which can be added in the meeting structure for improving its effectiveness and efficacy. Sharing the agenda 24 hours in advance really helps to set the stage and defining clear & desired outcome of the meeting. Further more after the meeting the action plan with responsible team members and target date need to be shared with all the concerned parties. Also it is significant to define clear and concise roles during the processing of meetings like facilitator, scribe, rabbit hole and time-keeper.

Fir effective meetings one should follow following things 1. Share the agenda atleast 24 hrs or 48 hrs before with all stakeholder 2. Always Time keeper need to ensure the meeting completion on time. 3. Leader need to ensure the discussion should not get diverted and keep it on track by intervening in between or adding point from his side. 4. Start the meeting with follow up points and it's status as on today 5. One should also note down the MOM and share once meeting is completed with Responsible person name and Target date 6. Reminder on MOM status need to be share prior to the meeting before some days for on time completion of task. Can also have online teams reminder by individual

In my Experience, I used few techniques for successful the meeting. 1. Identify and request only the relevant stakeholders 2. Inform participants the agenda and the purpose of the meeting prior 3. Start ontime and finish ontime 4. Keep people on topic 5. Ask right questions related to the meeting topic 6. Summarize the points discussed in the meeting at the end. 7. Get agreed from everyone if there is any action need to do after 8. Clearly communicate how the review process happening after the meeting. 9. Get feedback of the team how to improve next time.

1) Clearly defining the purpose of the meeting and what you aim to achieve. 2) Having a determined agenda. 3) Managing time effectively, ensuring the meeting format and contributors' roles are clear. 4) Keeping comprehensive notes. 5) Ensuring data and infographics are certain, avoiding discussions on them during the meeting.

The effectiveness of the meeting is primarily determined by "how questions are asked." Participants' contributions, engagement, and meeting deliverables are all dependent on answering the appropriate questions. Meetings frequently deviate from their intended course owing to questions rather than replies. As a result, the meeting's chairperson is responsible for obtaining answers and achieving the desired goal.

Meeting can be conduct effectively by focusing on below these points. 1. Start the meeting by reviewing the agenda and objectives. 2. Set ground rules for the participants. 3. Try to be aligned with PDCA cycle. • Review current situation and performance. • Identify gaps and root causes. • Propose and prioritize solutions. • Assign actions and responsibilities. • Agree on next steps and follow-up. 4. Forster a culture of participation, feedback, and questions. 5. Acknowledge contributions and concerns from participants. By facilitating discussions using these principles, you ensure a focused, productive, and respectful meeting or review that drives actionable outcomes.

Open the meeting effectively to set the tone. Start by reviewing the agenda and objectives, and set ground rules for participation. Follow the plan-do-check-act (PDCA) cycle to guide the conversation: review current performance, identify gaps, propose solutions, assign actions, and agree on next steps. 1. Establish ground rules for behavior. 2. Use a "parking lot" to defer off-topic discussions. 3. Manage participant behavior to keep the meeting on track.

It is extremely important to inform meeting participants that discussions took place during the meeting, as this process is necessary to reach the established objective, however it is necessary for everyone to treat these discussions in a focused, productive and respectful manner. Review the agenda and objectives and establish some ground rules for participation.

Follow-up and follow-through are required to translate the talk into implementation of actionable items. Minutes of Meeting (MoM) should always be sent to all participants (RACI). As a coach, one should contact with participants on a regular basis to understand their hurdles rather than the status of their actions. The responsibility for the activity should be assigned to the process owner, who has complete control over it. This will boost trust in the ability to complete actions on time. Another mistake minute takers make is not describing the action item clearly. Action should not take the form of constant activity. One should be able to finish it and go to the next. Also for long term actions, divide it into substeps & give timelines.

After the meeting, we can follow up promptly adhering with below points. 1. Prepare the Meeting Minutes and share it with the participants. 2. Monitor the progress of the assigned actions. 3. Provide support and feedback to responsible parties. 4. Schedule the next meeting. 5. Update the agenda and the objectives based on feedbacks. By following these steps, you ensure that the momentum from the meeting is maintained, progress is tracked, and continuous improvement is integrated into the process.

To avoid common pitfalls, you need, 1. Balance meeting frequency and duration with urgency and importance. 2. Clearly define and communicate the purpose and scope. 3. Set realistic and measurable targets. 4. Involve and empower participants. 5. Document key results and decisions. By addressing these considerations, you enhance the effectiveness of lean meetings and reviews while mitigating potential challenges.

To lead lean meetings and reviews effectively, it is crucial to avoid common pitfalls that can compromise the process. A successful approach requires a careful balance between the frequency and duration of meetings, aligned with the urgency and importance of the topics under discussion.

To avoid common pitfalls, you need to balance the frequency and duration of meetings or reviews with the urgency and importance of issues and goals. Define and communicate the purpose and scope of the meeting or review, as well as set realistic and measurable goals.

Focusing on the little details. Dealing more on the specifics rather than being ambiguous at team meetings with team members

Siempre, siempre, siempre lleva una agenda de la junta y no improvises en la junta.La improvisación puede ser útil en algunas ocasiones, pero no es la mejor estrategia para las juntas. Llevar una agenda te ayudará a tener reuniones más eficientes, productivas y exitosas.

One can try to follow Elon Musk's meeting rules (which I read somewhere on a social media platform): 1. Avoid huge meetings (both in terms of number of participants and duration). 2. Leave a meeting if you are not contributing (don't be a spectator; a skilled organiser will provide the minutes after the meeting). 3. Be clear, not brilliant ((Do not prove you are the smartest in the group, but clarity in communication is one of the mottos of conducting a meeting) 4. Use common sense (no further explanation required).

If you are applying lean than first thing you should run your initiatives in autopilot so best way is your end goal should be not to have meeting or as minimum as possible because discussing progress do not add any value to project or initiative,you should have live tracker on cloud which every project concern person have access.One process automation to be done in which all provide their respective day or week output and if there is gap than put gap analysis for same and action item should go to concern person by mail in auto this are simple RPA(Robotic Process Automation) which can save lot of time and money.

In driving effective reviews, there must also be a system of measuring the mechanics and effectiveness of the meeting. Meeting Mechanics considers things such as timings, agenda, participants attendance, actions completions etc. while Meeting Effectiveness considers things such as quality of actions, participations and contributions, proactive closure of actions etc. The evaluators for different meetings are calibrated to ensure uniformity of meeting evaluations scores and the areas of opportunities identified and closed out thus increasing the overall meeting quality.