Podcast Summary: "The Keys to a Successful Pre-Shift Meeting"

Podcast Information:

• Title: RESTAURANT STRATEGY
• Host: Chip Klose
• Episode: The Keys to a Successful Pre-Shift Meeting
• Release Date: January 20, 2025

Introduction

In the January 20, 2025 episode of Restaurant Strategy, host Chip Klose delves into the critical role of pre-shift meetings in enhancing restaurant operations. Emphasizing their importance, Chip aims to equip independent restaurant owners with strategies to conduct effective pre-shift meetings that foster team alignment and boost profitability.

Understanding Pre-Shift Meetings

Chip begins by defining what pre-shift meetings are, highlighting their purpose as a platform to unify the entire team—both front and back of house—before the restaurant’s operations commence.

Chip Klose [00:00]: "A pre shift meeting is crucial to keeping your team, getting your team on the same page and keeping them on the same page."

Common Pitfalls in Pre-Shift Meetings

Chip identifies several ways that pre-shift meetings often fall short:

1. Excessive Length: Many restaurants allocate too much time for these meetings, extending beyond 15 minutes, which leads to diminished engagement.

   Chip Klose [05:00]: "Most restaurants set aside way too much time for these. If they're going more than about 15 minutes, it's way too long."

2. Ineffective Tone and Structure: Meetings that adopt a lecturing tone can demoralize staff, leading to a negative atmosphere as they head into a demanding shift.

   Chip Klose [07:30]: "Nobody wants to be lectured at than to just be bossed around for the rest of the shift."

3. Lack of Engagement: Overloading meetings with endless "ands" can waste time and alienate team members.

   Chip Klose [09:15]: "It's a waste, it brings people down and I think we know this."

4. Elimination Due to Staggered Shifts: Especially post-pandemic, some restaurants have abandoned pre-shift meetings to manage labor costs and staggered schedules, which Chip views as a mistake.

Implementing Effective Pre-Shift Meetings

Transitioning from the problems, Chip outlines the best practices for conducting successful pre-shift meetings:

1. Mandatory Meetings with Flexibility: Even with staggered shifts, it's essential to hold pre-shift meetings, potentially organizing them in smaller groups to accommodate different start times.

   Chip Klose [15:20]: "You don't need an audience of 30 people to have a meeting."

2. Time Management: Keep meetings concise—ideally under 15 minutes, with a preference for 10 minutes—to maintain energy and focus.

   Chip Klose [17:45]: "It shouldn't take more than about 10 or 15 minutes."

3. Structured Agenda: Establish a consistent structure to ensure all necessary topics are covered efficiently:

   • Welcome and Overview: Brief greetings and essential announcements.
   • Reservation Book Review: Hosts discuss the night's bookings, VIPs, and special considerations.
   • Culinary Updates: Chefs provide information on menu items, specials, and any kitchen changes.
   • Pastry and Bar Briefings: Similar updates from respective departments.
   • Service Focus: Discuss service goals, areas for improvement, and motivational highlights.

   Chip Klose [25:30]: "There should be structure to it, right? Tonight is Thursday night. We have X number of covers coming in."

4. Delegated Leadership: Empower different department members to lead their segments, reducing the managerial burden and fostering ownership among staff.

   Chip Klose [22:10]: "Let the bartenders talk about that, and then the beverage manager can put in their two cents at the end."

5. Interactive and Inclusive Environment: Adopt the 80/20 rule where 80% of the meeting time is dedicated to staff speaking rather than management, encouraging team engagement and collaboration.

   Chip Klose [30:15]: "80% of the time during the meeting you should not be speaking."

Inspiring and Motivating the Team

Chip emphasizes the importance of using pre-shift meetings as a platform to inspire and recognize team achievements:

• Positive Reinforcement: Share positive reviews and customer feedback to boost morale.

  Chip Klose [40:00]: "If you get a thank you note from a customer, share that with the team."

• Peer Recognition: Implement practices like the "above and beyond" awards, where team members acknowledge each other's exceptional efforts.

  Chip Klose [42:30]: "Somebody who worked the night before has to call out somebody else... Hey, I saw Ellen go above and beyond with her table 12."

Additional Tips for Effective Meetings

• Maintain Physical Activity: Encourage standing during meetings to keep energy levels high and prevent disengagement.
• Provide Meeting Notes: Distribute written summaries so team members can reference key points, especially beneficial for late arrivals or absent staff.

  Chip Klose [55:00]: "A lot of this stuff is written down as notes so people can fold them up, put them in their pocket."

Conclusion

Chip Klose wraps up the episode by reiterating the transformative impact of well-conducted pre-shift meetings on restaurant operations. By addressing common mistakes and implementing structured, engaging, and motivational meeting practices, restaurant owners can significantly enhance team cohesion and operational efficiency.

Chip Klose [58:30]: "Can't tell you enough what a difference this makes."

Key Takeaways:

• Keep Meetings Short and Structured: Limit to 10-15 minutes with a consistent agenda.
• Foster Engagement: Use the 80/20 rule to prioritize staff participation.
• Empower Team Members: Delegate sections to different departments to promote ownership.
• Motivate and Inspire: Recognize achievements and share positive feedback to boost morale.
• Provide Resources: Offer written notes for reference and continuity.

By following these guidelines, restaurant owners can conduct pre-shift meetings that not only prepare the team for a successful shift but also cultivate a positive and collaborative work environment.