A service design project to optimize our time together.
Character Lab faced challenges with its existing meeting structure, including excessive time commitment, employee burnout, and a potential decline in organizational culture. To address these issues, a comprehensive redesign of the meeting structure was implemented.
Employees were suffering from long blocks of meetings making it hard to take in the information shared during all org meetings.
Solution
To address these challenges, the following changes were implemented:
• Consolidated Meetings: Quarterly retreats were merged into monthly All-Hands meetings to reduce overall meeting time.
• Shorter Duration: Monthly meetings were shortened to one hour to improve focus and engagement.
• Employee Input: Employees were given the opportunity to suggest meeting topics and participate in the decision-making process.
• External Speakers: External speakers were brought in to provide professional development opportunities and reduce the need for internal presentations.
Outcomes
• Reduced Meeting Time: The changes led to a substantial reduction in overall meeting time, freeing up employees' time for other tasks.
• Increased Engagement: Employees reported higher levels of engagement and satisfaction with the new meeting structure.
• Improved Culture: The collaborative and inclusive approach fostered a stronger sense of belonging and organizational culture.
• Leadership Development: The opportunity for employees to contribute to the design of the meetings and to present contributed to their professional development and growth.
Lessons Learned
• Continuous Improvement: Regularly gathering employee feedback is essential for maintaining and improving the effectiveness of meeting structures.
• Empowerment: Empowering employees to contribute to the meeting agenda and content fosters a sense of ownership and engagement.
• Balance Between Structure and Flexibility: While a structured approach is necessary, flexibility is also important to adapt to changing organizational needs.
• Leverage External Expertise: Bringing in external speakers can provide valuable insights and fresh perspectives.
The successful redesign of the meeting structure at Character Lab demonstrates the importance of evaluating and adapting organizational processes to meet evolving needs. By focusing on efficiency, engagement, and employee empowerment, the organization was able to create a more effective and satisfying work environment.