How to Hold Team Meetings

I hold my monthly meetings every month on the last Thursday of the month at 12pm.

All the PTs who work at my studio know that they must reserve this time for our monthly meeting. That means if they have a client who wants to to train at that time they must reschedule them.

There are no exceptions.

Sure, we all want to be making money and working with clients, but you have to just pick a time and stick to it. There will never be the “perfect time” to meet.

I would just recommend picking an “off-peak” hour where you can stay consistent each month.

I also make the meeting mandatory – even if you don’t have clients that day at the studio. There will be notes taken and the trainers that cannot attend will have access to them, but it will affect their KPI's and ability to increase in pay grade.

Also, this is a general group meeting. I discuss private topics and particular trainer/client issues separately in my office.

Additionally, when I hire a new PT I do weekly check-in meetings every week that take about 10 minutes to see how their marketing, client sessions, etc. is going.

I don’t think I hold many meetings that take more than 10 minutes. (I always hated meetings for the sake of holding meetings so I practice what I preach and get in and get out)

I always supply lunch for my PT's so they have extra incentive to attend.. it's a small thank you for those who have made the effort to be there.

Next, I move directly into my 10 TOPICS I cover every meeting .

Here they are in the order that I go through them with my team:

“Weekly Meeting Topics Agenda”

1. Last months Review

In this part of the meeting I review what transpired last month at the studio (always start with highlights and then bring up anything you’d like to see changed)

2. Last months Leads & Follow Ups

I ask each PT by name if they followed up with “so and so.” I want to know that they followed my formula for following up with leads (email-phone-email-phone-email for 5 days straight).

3. Complimentary Sessions Set Up for this month + Times to Reserve Office

I ask who has comps set up for this week and at what times do we need everyone out of the PTs office so that they can have privacy with their new client.

4. Schedule Openings for New Comps this Week

I ask all the PTs to send me their updated schedule openings to fill new clients into when I get leads. Plus, I advise them to update their dry erase board schedules in the office.

5. What’s New this Week at the Studio

I talk about marketing initiatives, event planning, scheduling, etc.

6. Any New Success Stories Coming?

I ask how the PTs clients are progressing and who we can look forward to seeing in our 'client focus' for the upcoming weeks on Facebook. If we are holding a contest I ask for more specific details of results.

7. Upcoming Projects, Contests & Ideas on the Horizon

I get everyone excited about new equipment coming, contests being held, events being planned, etc.

8. Any Issues to be Resolved?

I follow up any any studio issues that we’ve successfully resolved or are figuring out (deliveries not arriving, member complaints etc)

9. PT Corner

I ask each PT to give an example of what they are working on behind the scenes, or outside of Fitrev so we all can learn a little more about each other.

10. Any Questions or Comments?

I ask my team if they have any questions or concerns I can address.

I then end the meeting and thank them for their time.

(you can use this worksheet to take notes on throughout the month and then bring it to your meeting to address you team – that’s what I do and it’s been working great now for many years…)

This simple 10 step process along with the “thanking/praising – critiquing – thanking/praising” method keeps the meeting fun. It also gets us together as a team for an hour each month – even if it is only once a month that we can all come together (this is actually the MAIN reason I hold the meetings… but don’t tell anyone ; )

Just as a side note, since our studio is small (and so are our offices) we have our team meetings right on the fitness floor or outside on the bowling green. We typically all sit on stability balls and benches side by side… we keep it informal, but often times I ask the PTs to bring their notebooks if I will be giving them assignments, leads, etc.