How To Set Up Team Meetings For Your Building Company

As a builder, are you feeling ‘stuck’?

Always trying to catch up on tedious daily tasks, and never quite managing to work on your strategic priorities?

You know? Those high leverage tasks that will actually GROW your building company rather than simply putting out fires day to day...

You’ve got more and more work piling up, you’ve taken on more and more staff to help manage the workload.

But instead of it getting easier, you feel like you’re working harder than ever!

Don’t worry, there is a solution..

Managing staff can be a challenge.

But if you want to grow your building company, it’s critical to know how to structure your team meetings.

Being overly busy is good.

It’s a sign that the time has come to scale up your construction business and take on more resources.

But, it can seem like mission impossible when you just can’t seem to get on top of things.

You may even start to believe that ‘if you want something done right, then you need do it yourself’, and that is a recipe for disaster!

As business owners ourselves, we’ve been there!

Hiring more staff to free up your time sounds great, until you find yourself spending all of your time trying to manage your team.

You may even feel like you’re doing the work twice by trying to keep your team busy.

But it doesn’t have to be like that.

How To Free Yourself From Doing The Work Twice

The solution is what we call ‘Exception Reporting’.

By using a simple process of Systemise, Train, Report you can scale up any business pretty quickly.

Any task that is going to be completed by a team member should already be systemised and documented.

If they are the first person ever to have done this task, show them how to do it and have them document it for future.

That means when they have to delegate the task at some point in the future, which will happen if your building company continues to grow, then a new team member can self train.

Once they are trained in a role and performing the tasks, it’s critically important that you have a reporting system in place that allows you to monitor their performance.

Rather than looking at everything they do and double checking it, which is also known as ‘Micro Management’, implement a system of reporting that flags up items that have either not been completed or have been completed incorrectly, ‘Exception Reporting’.

With this system in place, all that is left to do is manage the communication.

Do not underestimate the importance of communication!

For a building company to operate effectively, you need structured meetings that ensure the flow of information is bidirectional.

If you’ve tried holding team meetings before, and they have not worked, then you probably didn't have the the right structure in place.

As your team grows, it’s vital for you to know what is happening in the business without diving into the detail.

Have The Right Meetings, At The Right Time, With The Right People

Holding team meetings is the most effective way to do this.

Unfortunately many people still feel that meetings are just a major distraction and can fill up too much of their day.

But the trick is to have the right meetings, at the right time, with the right people.

Successful builders don’t have to micro manage everything in their business.

From the outside looking in, their teams appear to manage themselves.


Because their staff have been empowered to make decisions and get things done without constant supervision.

This happens when staff members are given training and responsibility.

This makes them feel valued and they experience a far higher level of job satisfaction.

It proactively encourages competency.

And consequently, this allows you the time you desperately need to work on the business instead of fighting fires in it.

So how many meetings do you need?

There are 4 in all.

Daily, weekly, monthly and half yearly.

You can start seeing results immediately by implementing Daily Huddles into your building company today.

The first step is to download the ‘Daily Huddle Template’ which will show you what to cover, who needs to attend and how long a daily meeting should run for.

A daily huddle will increase productivity for your building company within 2-3 days.

So click on the link below and discover how the Association of Professional Builders can lead your team to success today.

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