Large organisations have many willing hands. Often, the quality of the people employed is very high, and the firm has the deep pockets sufficient to attract and retain them. Leading smaller firms is more challenging. There is a large degree of multi-tasking going on, as the workload gets spread across the troops. Everyone is busy, busy, busy and that especially applies to the boss. Time is in short supply, so corners are cut, elements are skipped and the quality of work produced can be an issue.

The temptation is for the boss to concentrate on their meetings with their direct reports, as individual one-on-one get togethers. The time left over for regular meetings of the leadership team can be compromised quite easily. It is never blatant. The direct reports don’t rise up and storm the barricades chanting “death to more meetings”. Instead, the scheduling process becomes the enemy of progress, as trying to get a number of busy people together to coordinate availability can be the death knell of the meeting. The boss is usually the one with the worst schedule openings.

You might have tried to circumvent the issue by not over scheduling the number or frequency of the meetings. Maybe they are held fortnightly, in the belief that getting everyone together will be easier. Often, though, this proves to be a false hope and something always comes up to ensure not everyone can make it. When you have a small leadership team, the point of the meeting becomes compromised.

The purpose of the leadership team meeting all together is to make sure information is being shared and that alignment of purpose and execution of the business is going on in an effective manner. I belong to Tokyo Rotary Club and Rotary itself was founded to connect disparate industry representatives together, so that we wouldn’t be locked into our Guilds and become insular. The leadership team meeting has the same objective, to get people together to talk and share what is going on in their sections with everyone else. It is so easy to become wrapped up in what you are doing and to forget to let others know what is going on with your area of responsibility.

The boss has to drive this process, and this is where we meet the first big hurdle. The boss is always the busiest person and the one who most often cancels the meeting because their schedule changes so frequently. In a small company, the boss will not only be liaising with the Mothership back home, leading the team locally, talking to their direct reports one-on-one, checking on the company finances, tracking the revenue achievement and keeping a close eye on HR issues, they will also be dealing directly with clients. As we all know, that meeting with the client will take priority over a meeting of the section heads.

This is why the boss is the hardest one to pin down for the meeting. When the boss is also the scheduler and driver to hold the meeting, things drift very easily. Before you know it, the leadership team hasn’t met for weeks. Time flies at the best of times and unless this leadership team meeting is made a priority, then there will never be a regular cadence for the get together of the section heads.

It is always a good practice to look for a day and a time when things are less frantic. I know that for many of us, that would be a very good question: “just precisely when is it not frantic around here?”. Everything is relative, so look for a fortnightly cadence which will give the meeting enough regularity to make it relevant, without the time drifting too much.

Next pick a time of the day when it will work best. This might even be a bento lunch together, because lunch times are usually a less scheduled time during the day for most of us. Because of the morning rush hour phenomenon, breakfasts are a lot more complex to pull off. Getting the kids off to school, fighting for space on the train to get to work, exhausts everyone too, so early is rarely good. Evenings are difficult too because people want to get home and they are tired after a hard day at work, so the collective brainpower available is down.

There is never an easy time to hold these meetings, but unless a strong will is enlisted, they just won’t happen. Make them over lunch, make them every fortnight, and make them a high priority. Will this work perfectly every month? I

severely doubt it, but at least the strike rate will improve and better coordination and team building will occur compared to the usual chaos.

589 Leading Direct Reports When You Are A Small Team In Japan