Manager Mode

7 Steps to Leading a Team Meeting with Power and Grace

Here at She Can Coterie, we’ve been hosting team meetings since the day our second team member came on and made us a true “team” — but I’ll be the first to admit, they haven’t always been the most effective. Ever been there?

Even back when it was just myself and my small team, developing a process for effective team meetings wasn’t really a priority of mine, but I knew this needed to change.

7 Steps to Leading a Team Meeting with Power and Grace | SheCanCoterie.com

I was still miles from becoming the true CEO of She Can Coterie and I knew one of the many steps to get me there was to designate a team meeting leader. I’m hearing Carrie Underwood’s song in my head, but instead of Jesus, take the wheel, I said to our Operations Director, Ali, take the wheel, and she took on the responsibility of leading effective team meetings with power and grace.

Now, you may be thinking, what makes a team meeting effective? And, how do I know if my team meetings are not effective?

An effective team meeting essentially creates a time and space for your team members to bring their knowledge and expertise to the table (tweet this!), where you can hold open conversations and use their unique perspectives to problem solve, plan, and support one another in your separate agendas as you work toward reaching the company’s goals as a whole.

As our team has grown and evolved, so have our team meetings. We have put together seven must-do’s to keep in mind when cultivating your own plan and process for leading effective team meetings.

Schedule them in advance

Whether it’s once a week or once a quarter, meetings are only effective when your team members show up. I recommend coming up with a consistent schedule so everyone knows when they can expect a team meeting will be happening and they can make space. For example, we have ours bi-weekly, every other Monday afternoon.

Designate a dependable leader

A team meeting without a leader is like setting sail with no compass. Whether it’s you or someone else on your team, the leader should be someone who has a general overview of the team, the clients, and the company’s goals.

Break the ice.

If your team is as tightly knit as ours, you probably won’t ever feel like you need to break the ice, but nonetheless, they’re still fun! We always love to check in and hear from each team member at the beginning of our meetings and a fun way of doing that is by implementing conversation starters. You could get ultra silly and ask questions like, if you were a pizza, what toppings would you have? Or strike some empowerment within your team and ask, tell us about a compliment you received that you hold near and dear to your heart.

Fun Note: Our lead copywriter, Kristen, just launched a super fun new Instagram account called @AskGoodQuestions focused on helping people cultivate intentional relationships with others through ice-breaking, fun questions! If you’re looking for further question ideas, you should definitely check out her account.

Set an end time and make it known

Each team meeting should be shared as a calendar invite and there should be a start AND end time. It’s important to stick to this boundary not only because it helps you and your team stay on track, but also because team members may have scheduled other work around the meeting.

Create an agenda and stick to it

Without an agenda, it’s pretty easy to stray off topic and lose your way. Like I said previously, your meeting leader is like the compass. Now envision the agenda as your map. Create your agenda while keeping in mind recent questions the team has asked, what the company’s upcoming projects and goals are, as well as any client issues or questions that may need resolved.

Quick Tip: If it’s not written down on the agenda, it doesn’t get discussed. This will drive your team meeting leader to create an agenda that provides clear objectives.

Build an action plan with timelines

You never want your team to walk away from a meeting wondering, wait, what am I supposed to do again? It not only leads to overwhelm due to several follow up questions, but it also most likely means your dreams and goals for your company aren’t going to get accomplished. Always, always spend a good chunk of time at the end of each meeting going over next steps and collectively come up with reasonable due dates for when the team is expected to complete their projects.

Write a discussion list for the next meeting

Maybe you ran out of time or maybe a team member had a question that wasn’t on the agenda and it can wait until your next scheduled team meeting. Taking notes on these objectives can be super helpful and an absolute time saver when going to create the next team meeting’s agenda.


Implementing these strategies is a step toward moving from manager to CEO.

You’re taking another day-to-day operations task of your hands, putting it into the capable care of someone else, and freeing up your time so that you can dream big and focus on the vision for your company.

If you’re ready to start making the transition from manager to CEO, we have compiled a FREE ebook that will help you do just that. Sign up below and we’ll send it to your inbox!


    Getting Ready to Hire: What You Need to Consider

    Getting Ready to Hire | SheCanCoterie.com

    So you’ve done the hard work of growing a beautiful business with recurring clients or a steady stream of new clients coming in. But with all this business landing at your doorstep, you’re having to turn people (and revenue!) away or you might be working 16 or 20 hour days (and nights!).

    And, let’s face it, you’re probably doing work that you aren’t the best at — or might even dread — each week.

    Hey, honey, it might be time to get ready to hire.

    Don’t Do What I Did

    Most people wait to get ready to hire until they're completely overwhelmed — don’t be that person.

    See, that's exactly what happened to me before I hired my team. I had too much work and not enough time. I was working until the wee hours. I was forgetting to eat lunch. I was neglecting my relationships. And I was rapidly reaching my breaking point. Does any of this sound familiar?

    I'll let you in on a little secret:
    If you're considering hiring, you're ready
    .

    When you hire someone before you think you're ready, you're putting yourself in a position to succeed when your business starts to pick up and grow even more.

    When I was drowning in work, I hired my first team member, Brittani. She took over all of the travel + bookkeeping tasks. When I was still feeling overwhelmed, we added another team member who helped take on some of the general admin tasks.

    If you're considering hiring, you're ready.

    TWEET THIS

    Next came a specific hire for social media. This team came together and we were able to scale this business in ways I never could have expected. We are now a team of 10 and growing almost every month!

    Are You Ready to Hire?

    So often we are too busy working IN our business that we can't see outside of it.

    Here are three questions to ask yourself before making the decision to hire a new team member:

    • Are you ready to grow your business faster than ever before?

    • Are you ready to invest in a team that will help you succeed?

    • Are there tasks within your business that you dread doing and would love nothing more than to delegate them to someone else?

    If you answered YES to at least one of these questions, then you are ready to grow your team.

    Seeing What’s Possible

    Because you're in the day-to-day life of your business, it can be hard to imagine handing daily tasks off to someone else. After all, you've been 100% in charge of everything for 100% of the time since it started.

    But here's what I want you to remember: you don't have to delegate EVERYTHING on the first day (and you SHOULDN'T). It’s not all or nothing. You can start slow and small. Something that held me back a lot, in the beginning, was the mindset that I was needing to hire a full-time team member and I would have to give them health insurance.

    When is it the right time to hire?

    • You're ready for the next level

    • You have consistent revenue

    • You're overworked

    • There are parts of your business that other people could do better (hint : it’s time to hire an expert!)

    What's stopping you?

    Generally, it’s finances — ringing a bell? First things first, you need to get clear on how much space you have to spend.

    • What can you afford right now to invest?

    • Look at your financial projections. What do you expect to be making over the next 6 to 12 months?

    • If money is something that is worrying you, take a look at your expenses to see where you can you save money. Are you paying for an app or subscription that you haven’t actually been using? Pro tip: Check this out at least monthly on one of your money dates.

    Who do I hire next?

    First, we need to decide if you are looking to hire a generalist or a specialist. A generalist can take a lot of things off of your to-do list, but they aren’t necessarily an expert or coming at tasks or projects strategically. A specialist is going to take on a specific role in your business or come into your project with proven processes. A specialist is going to truly own the role and this helps for communication and delegation.

    Now, get out a notebook or open a Google Doc because we are going to be asking ourselves a ton of questions:

    • What are the things holding you back, frustrating you, not in your category of brilliance?

    • Where do you spend the most time in your business?

    • What things do you enjoy doing for your business?

    • What things do you hate (or not enjoy) doing for your business?

    • What software/applications do you use on a regular basis in your business?

    • List out the daily, weekly, monthly, and quarterly tasks for your business.

      • Using the listed tasks above, list every task that you really don't like doing. Or you put off until the last minute. (Or put off until forever).

      • How many tasks on that list already have a process to complete them?

      • How long does it usually take you (ballpark figure) to complete every task on that list?

      • Categorize every task on that list as either: Must Delegate (as in you can't ever bring yourself to do that thing again) and Would Be Nice To Delegate (meaning you're not enthused about that task, but you can get it done when you need to).

      • From there we need to put those tasks and projects into categories based on role.

    • How would you feel if you had someone supporting you here?

    • What is the end result that you're hoping for?

    • What is the time frame that I want this result in?

    Take Some Time to Decide

    Hiring is an investment, so you need to track the results you are hoping to achieve to make sure you reach that level. Give yourself a deadline to make sure that your choice is getting you to your desired result! This is a huge step in your business and something you should be excited about. Take this process one step at a time, and it won’t feel so overwhelming.


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      5 Things Keeping You Hustling in Manager Mode

      It’s one thing to know that you’re in manager mode, but another completely to begin the growth process. Becoming CEO is a mindset shift, absolutely, but it takes strategic and intentional action to get there. Let’s work through a few major things that could be holding you back, keeping you stuck working in manager mode while CEO-status remains worlds away.