Overview with tools, software, best practices and alternatives
What is a Daily Operations Meeting?
An operations meeting is a kind of meeting that aims to discuss the procedures or operations of the team. It is focused on the current or short-term workflow of the team. A morning operations (ops) meeting is done earlier in the day to discuss important matters about the team and the project. The conference is called a daily operations meeting if it is done every day in the morning.
Who does Daily Operations Meetings?
Business teams conduct operations meeting to talk about their procedures in their workflow. When the team has the meetings at an earlier part of the day it is called morning ops meeting. If the business team conducts meetings about the team’s operating procedures every morning, then the team can call it a daily monitoring operations meeting.
Why do people do Daily Operations Meetings?
Business teams do daily operations meetings for a number of reasons.
First, the operations meetings help the teams to review the procedures of the team for the entire day and implement them effectively and efficiently as planned.
Second, teams do daily operations meetings to briefly review any foreseen problems in the team’s workflow, allowing the team to think of plans and strategies to prevent the potential problems.
How to do a Daily Operations Meeting; Ways to do a Daily Operations Meeting
Doing a daily operations meeting helps the team become aware of the present status and progress of the team and project.
A good morning operations meeting is usually short as it concentrates on short-term operational issues in the team’s project. It is usually held before the team starts with their work and needs to be brief as possible, ideally at least five to 20 minutes.
Critical issues that can affect the smooth operations of the team are included in the morning ops meeting. This is to present positive information like the team’s achievements, as well as negative information, such as actual and potential problems. Including them in the meeting will help the team formulate plans and strategies to resolve or prevent the problems.
Medium and long-term issues are not usually included in morning ops meetings as they may consume too much time, which can affect the operations of the team.
Advantages of doing Daily Operations Meetings
Doing daily operations meetings is beneficial to the team in some ways.
Daily operations meetings help the team members identify the status and progress of the team and the project. To add, the meetings will help the team know their most recent achievements or problems.
The meetings also guide the team in their activities ahead the day, allowing them to make necessary adjustments on the team’s plans, strategies, and activities. Changes in information can also be included in the morning operations meetings, which can help the team draw conclusions, make inferences, and make critical decisions.
Disadvantages of doing Daily Operations Meetings
While doing daily operations meetings have a number of benefits, they also resent some disadvantages.
Daily operations meetings are done at an early part of the day, before the team members start their tasks. Just like a process of briefing the team members, the meeting will help the team make adjustments to their daily activities. Since it is being done in the morning, some team members who live far from the workplace can be late if there is traffic or heavy rain.
Virtual teams are teams with dispersed members who are in various locales and time zones. Unlike synchronous teams, virtual teams work in different time zones and this may require conducting several operations meetings. While some members may be able to adjust quickly with the update, some members may find it hard to adjust due to the differences in time zones.
Best practices for doing a Daily Operations Meetings
Daily operations meetings help the team members become informed on the status and progress of the team and the project.
Since the ops meeting is aimed to be short, the team short focus on consolidated and updated information on the team’s achievements, plans, and problems. This is to keep the team on the right track when they formulate their plans and devise their strategies and goals.
Daily operations meetings are done before the team members start their daily duties. It is important for the meeting to start on time. A good practice is to start it as soon as possible and not wait for the team members to arrive. Tolerating the tardiness of the team members will give them the idea that being tardy is okay. Excuses should not be tolerated and previous ideas discussed should not be recapped.
The ops meeting should at least contain the top five priority concerns for the team. These issues are usually short-term and can be immediately resolved. Medium to long-term issues are not usually included in a morning ops meeting.
How Teamreporter helps at doing Daily Operations Meetings
Teamreporter is a business application that helps the team manage and reduce their meeting schedules by using scheduled report mails. Teams with up to four members can use the application for free and signing up just takes for less than a minute.
Teamreporter has an automated and easy to use interface, which helps teams generate information easily. The application will send e-mail notifications to all team members, asking them to provide information on the team’s achievements, plans, and problems. Based from their replies, Teamreporter will produce a report summary, which will be sent to the team the next day. With this procedure, the team may not need to conduct a number of daily meetings in the morning.
Flexibility is one asset of Teamreporter. Its users can modify its questions and scheduled report mails, allowing the team to work without changing their workflow and environment. Users can also adjust the list of its recipients, those who will receive the mails and those who should report information. Additionally, the team can integrate the application to the existing applications that it uses.
Team leaders can also benefit from Teamreporter. They can use the information from the application to track or monitor the status and progress of the team and the subject. In addition, they will be able to identify the members who need further assistance and those members who perform well.
Overall, Teamreporter can be utilized by teams in sending and receiving information, without having the need to limit information in the report.
Alternatives to Daily Operations Meetings
Daily operations meetings are beneficial to the team, but there are some alternatives that the team can use.
E-mail reports can be sent early in the morning for the team members to know the status and update of the team or project. It can be done online and it does not require the team to meet in order to discuss important information and issues. With one click, team members will be able to send and receive updates to and from their teammates. However, the disadvantage of sending reports via e-mail is the high reliance to stable internet connection. When the internet connection goes down or becomes absent, it will be hard for team members to spread information to the team.
Other alternatives to daily morning operations report are paper-based updates. These are already documented as black-and white and cannot be corrupted, unlike reports that are saved in e-mails or messaging applications. They just need to be copied a number of times for the members of the team to have a copy of the report. In addition, reports printed on paper can be easily filed inside a binder. The pitfall of keeping paper reports is the limited preservation of the material. Paper can be damaged by water, fire, pests, and can rot over a very long period of time.
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