Overview with tools, software, best practices and alternatives
What are Jour Fixes?
Jour fixe is a French term which means “fixed day.” It is a specific day that is agreed upon firmly in a small group of people set for an event, a meeting, or a performance, etc.
It is usually indicated by expressions such as “every first Monday,” “fourth Wednesday of the month,” “first Friday of each calendar quarter,” or similar phrasing.
Who uses Jour Fixes?
Various organizations utilize jour fixe. These organizations are cultural and artistic groups, school organizations, religious organizations, and business organizations.
Cultural and artistic organizations such as dance and theater groups set specific day in the calendar for their regular rehearsals. School organizations such as clubs designate a particular day of the week or week or month for the meeting of its members. Religious organization such as church choir set a day of the week to rehearse their songs. Business organizations also allocate a specific day to conduct either small scale or large scale meetings.
Why do people use Jour Fixes?
Jour fixe or fixed day meetings are efficient and systematic ways of conducting meetings.
Meetings that apply jour fixe are consistent, allowing every team member to be aware that something is scheduled to happen on a particular day. Such uniformity will enable them to remember meeting schedules. In addition, jour fixe meetings will help team members organize their schedule. For instance, if there is a meeting every Friday, then they may plot their other activities on other days except Friday. Jour fixe meetings enhance the organization of an individual or a group.
How to do Jour Fixes
To plot jour fixe meetings, team members designated to plot the schedule select a specific day of the week or month to allocate as jour fixe.
Usually, meetings are conducted on Fridays, the last office day for most companies. Friday is selected since the things that have transpired since Monday can be discussed on the last office day of the week. The meeting is usually the summary of what happened within the week, including the team’s achievements, plans or goals, as well as actual and potential conflicts.
Advantages of Jour Fixes
Jour fixe is an efficient way of conducting meetings due to its consistency.
Since a jour fixe meeting does not move unlike other modes of meetings, it is likely to happen and has more attendees. As team members know that there is an event or a meeting on a particular day, and then they have the opportunity to plot or reschedule other activities barring urgent situations.
In addition, team members will not have to be constantly reminded for the meeting because they themselves know when the meeting day is.
Disadvantages of Jour Fixes
While jour fixe meetings are efficient most of the time, they still present some disadvantages.
As a jour fixe meeting is “fixed,” it is usually flexible and has little possibility to be moved. However, some circumstances or events that are urgent and may need immediate attention get priority over the meeting. Examples are sickness, accidents, and death. Sometimes, forces of nature such as typhoon or other disasters must receive higher priority, cancelling the jour fixe meeting.
When a jour fixe meeting is not possible due to a given scenario, it is up to the team’s protocol or standard operating procedure if they proceed to the next schedule or just move the affected schedule to another day. Depending on the company’s protocol, the affected fixed day meeting is moved, but the succeeding meetings will remain unaffected.
However, some team members find jour fixe routinely since the meetings have fixed schedule, which could lead to sense of boredom at times.
Best practices for having Jour Fixes
Jour fixe meetings provide uniformity in terms of schedule as it has a set frequency unlike other modes of meeting.
The day that will be designated as jour fixe will be selected by delegated personnel. The criteria for selecting the fixed day depend on the company’s protocol or internal operating procedures. After selecting a day for jour fixe meetings, the delegated personnel should inform all team members. Memos can be posted in bulletin boards so as to keep everyone reminded that the jour fixe meeting takes place on that particular day.
As jour fixe meetings are scheduled, team members can plot the schedule of the meeting on their desk calendar, laptops, or smart devices. This way, they will not be able to forget the scheduled meeting.
How Teamreporter helps to do Jour Fixes
Teamreporter is a web based e-mail application that makes use of structured and scheduled report mails to obtain reports from the team. The app focuses on soliciting information about the things achieved for the day, the plans or goals for the succeeding days, as well as the conflicts that slow down the work progress.
In relation to jour fixe, the app notifies the team members on a fixed day thru e-mail. Team members have to send information regarding the work progress for the day as well as significant events, including other issues or concerns. Teamreporter generates a summary of the team’s status based on the response given and the status summary is sent to the team the next day. With the summary produced from the information given by each member, the team will be informed of the team status. In addition, actual and potential problems
With Teamreporter, status updates on jour fixe meetings will be provided to team members in a simple and structured manner. By sharing the work progress as well as actual and potential problems, the app also helps facilitate a more effective communication within the team. Since all members create and submit their report, superiors and employers will be able to monitor the flow of work in the company. Also, Teamreporter creates an archive by automatically collating the timeline of the reports submitted.
Alternatives to Jour Fixes
While jour fixe meetings provide consistency in the schedule of the team or the company, there are some options in planning meetings.
Those who set the meeting schedule may opt to organize a poll for the team, in which the team members will vote for the desired schedule or day. Team members will vote for a schedule and the option that the majority voted will be the day of the meeting. For inevitable circumstances such as typhoons or other disasters, meeting can be done online or it can be postponed.
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