It is undeniable that businesses have benefitted immensely since the shift away from a traditional, in-person workforce to a more flexible, virtual one several years ago. The advantages of working from home, such as the lack of formal attire, commute times and subpar office coffee, have promised a perfect work-life balance. However, it is important to recognize that the transition to a virtual workforce requires careful planning in order to ensure that intangibles, such as workplace engagement, are taken into account. Without the right measures in place, the risk of ineffective resource management, high turnover and decreased productivity increases. That is why we are continuing to emphasize the importance of the ‘Business Cadence‘ as a way for businesses to ensure that their virtual workforce is properly managed.
Companies often overlook the need of enhancing their workflow in favor of focusing on providing their end product or service.
Microsoft provides an excellent example of how to address user experience issues. The Outlook design team were able to identify an effective solution by implementing a structured business process.
A Businessman’s Definition of Cadence
A cadence is essentially a sequence of rhythms, and in the workplace it is the rhythm of meetings between a manager and their subordinates. Whilst this might not be the most innovative concept in business, the cadence has been proven to be an effective way of allocating and managing resources, particularly in organizations that rely on remote workers.
The Value of Business Cadence
The effective implementation of cadences into management processes can significantly contribute to the success of an organization. This is because cadences can help to foster cooperation among team members and create efficient workflow. Consequently, this can lead to a number of advantages for the company, including:
- Employees are more likely to remain with an organisation for a longer period of time if they feel a sense of inclusion and have the opportunity to progress their career through constructive feedback on their performance and transparent communication with their line manager.
- Having a shared work rhythm within a team or organization is essential to fostering cooperation and creating a sense of engagement. Teamwork is often taken for granted in the workplace, however, it is essential to ensure successful communication and collaboration in remote environments. Having a rhythm gives team members a sense of purpose and momentum, as it provides a set of clear steps for them to follow.
- Demonstrating a commitment to problem management is a surefire way to increase productivity and morale in the workplace. Establishing regular cadences for these conversations helps to raise awareness of any challenges or issues, whilst also making it easier to develop effective solutions. Allowing employees the opportunity to openly discuss problems, pinpoint any potential barriers and collaborate on solutions boosts confidence and encourages them to reach their full potential.
- The rhythm of a piece can be the deciding factor in its success. When it comes to setting up a successful workforce, open and honest discussion about individual and team performance, both positive and negative, is the most effective tool. Achieving a productive, satisfied team member requires praise for good performance and feedback on areas that need improvement.
- The advantages of working remotely cannot be overstated; however, it is important to recognize that without the right support, many remote employees can feel disconnected from the organization. To ensure that morale remains high amongst distant workers, regular opportunities for communication and collaboration should be provided. This could include virtual meetings, information-sharing sessions, and other social activities, which will help to maintain a sense of connection between the remote worker and the rest of the company. Ultimately, this will result in a more motivated and productive workforce.
Wade Foster – co-founder of Zapier – provides his insight on how to maintain a productive workflow whilst working remotely across multiple areas of focus.
- This is the hiring procedure.
- The process of orienting new employees.
- Regular get-togethers in person.
- Conference calls for the team.
- Personal conferences.
- Hearing out workers’ opinions.
The Significance of Cadences in Meetings
It is of paramount importance for teams that are distributed across different locations to establish a consistent schedule for holding meetings. Nevertheless, not all individuals are aware of the importance of establishing such a set pattern of meetings.
So that you may better grasp the idea, let me to illustrate it with some numbers:
- Attending meetings is often one of the most time-consuming activities in a typical working day. Research conducted by Cornerstone Dynamics has revealed that the average meeting duration has increased by 10% since 2000, with sessions lasting between 31 and 60 minutes. The most striking aspect of this is that only 37% of meetings have a comprehensive agenda in place, which, if followed, could reduce the duration of the meeting by up to 80%.
- Establishing a meeting cadence with a predetermined agenda and a specified duration is an effective way to promote productivity among employees. It is essential for businesses to create a structured plan for how often meetings should be held and for how long they should last. This can help ensure that meetings are kept to the point and that all relevant matters are discussed in a timely manner.
- Who is going to be there, and why (every attendant should have a concrete role in the meeting).
- Length (preferably, a maximum of 45 minutes) (ideally, a maximum of 45 minutes).
- Agenda items and their relative significance are listed.
- The end result is a collection of deliverables and an individual responsible for completing them.
- It’s Question Time!
The Components of a Successful Meeting Routine for Distributed Teams
Over the years, I have experimented with different formats and agendas for my team’s regular meetings. Ultimately, I have come to the conclusion that simplicity and consistency are the key ingredients for success. It is important to ensure that meeting cadences are not overly complex or onerous. The most successful approach I have found is to ensure that the meetings have a clear routine and are focused on advancing the team’s performance objectives.
With this strategy, I have relied on four key aspects of the cadence process that have contributed to my success.
When and How Often It Happens
It is important to identify a suitable time for holding a meeting which is convenient for all involved. Consider the day of the week and the time of day when planning the meeting schedule, ensuring that it coincides with when attendees are likely to have the most concentration and energy. Once the time has been decided, make sure it is added to the calendar and that it is repeated for a period of time to avoid it slipping through the net.
Two Meeting Types: Group and Individual
At the outset of my role, I held weekly team meetings to ensure that all members were kept up to date with any developments. However, I soon recognized that this structure did not allow us to explore any one particular issue in much depth. As such, I implemented a hybrid approach, with a weekly team gathering accompanied by one-on-one sessions the following week. The key is to assess the team’s current needs, and then adjust the meeting format accordingly.
Set Goals and Priorities
In my experience, distributing an agenda in advance of a meeting is likely to result in attendees being better prepared. It could be beneficial to try this approach with your team and see how they respond. Additionally, keeping a journal of the topics discussed at the meeting, as well as any actions taken, could be an effective way of tracking the progress of the items on the agenda.
Use a Web-Based Meeting Service.
Taking into consideration the immense potential of this concept, I am considering dedicating an entire essay to it. In order to arrange meetings and communicate with others, I make use of a multitude of options, including video, audio and text. Ultimately, the purpose of the meeting and the need for a presentation will determine the medium that I choose.
Remote Team Cadence Implementation Process
As a manager, it can be difficult to determine the best way to utilize cadence for the benefit of your team. After much experimentation and research, we have successfully identified the formula for effective cadence: do your research! It is important to familiarize yourself with the individual needs and preferences of each team member, allowing you to tailor the cadence to suit their specific requirements. By doing this, you are more likely to see desired results from the team.
If you are looking to ensure success for your business and its employees, it is important to create a consistent workflow that is adapted to the resources available and the environment in which you are working. To do this, I always keep in mind the following principles whenever I attempt to establish a new rhythm.
- Learn the team’s communication strengths and weaknesses: If we want to ensure cooperative working relations within our company, it is essential to identify weaknesses and utilize strengths. Group sessions can be incredibly productive if our employees are good communicators, but if not, it may be beneficial to offer more individual sessions in order to develop this skill.
- Set up a system of mutually beneficial information exchange: If you simply lecture your team, it will be very difficult to create and maintain a positive, cooperative environment. It is far more beneficial to provide your staff with clear guidance and instruction on how to effectively communicate the information you have given them. Doing so will be highly advantageous, as it will help to boost morale and improve efficiency throughout the whole team.
- Permit your staff to act as stakeholders by attending the meeting with you: As the manager, it is essential for you to set the tone and pace for your team, but it is equally important to seek input from staff members on topics that they feel strongly about. Asking for their recommendations provides a great opportunity to educate them on how to resolve issues and to encourage improved performance.
- Evaluation of a cadence’s effectiveness: Performance analytics are a highly effective way to demonstrate the value of a process. To be successful, a cadence must be able to demonstrate that it is making a positive impact, whether this is through metrics that assess staff performance and retention, or through analytics that measure customer satisfaction.
Cadences in the business world are certainly nothing revolutionary; this has been emphasized previously. It is, however, an advisable protocol that is unfortunately often overlooked. As more and more companies begin to implement remote working practices, the concept of best practice evolves into something that is essential for the function of the business. Developing a rhythm of engagement between staff members is possible by adhering to two simple rules: get to know your team and you will uncover the secret ingredient to success.