1.5 EUFORIC MEETINGS SYSTEM
1.5 EUFORIC MEETINGS SYSTEM
Which meeting are we talking about? euforia people are very sociable creatures. They like to meet, greet, exchange. And this particular trait of them also translate in their working environment. That is why there are a f***load (mark my words) of meetings. We've actually counted 7 sorts of euforia gathering events.
Jokes aside, our well thought out meetings system combined with online recording via trello and glassfrog, create a highly transparent organisation, where each person’s and each team’s contribution (or lack of) is visible and reacted upon. It also promotes effective self-management, wholebeing and listening to our evolutionary purpose.
The daily takes place at 3.33pm (15h33) (can you feel euforia’s sense of humour in choosing this time slot ?). It lasts around 5-10 minutes. You need to access it via google calendar (there is a link in the invite). Aim :
brief the team on the most important thing you’ve done that day
share a highlight and/or a funny thing that happened to you that day
if you have a blocking/hassle/opportunities, that’s a great time to share it with the team as normally everyone is here.
Possible difficulties : remembering what you’ve actually done that day. In order to avoid that situation, just put on a post-it summarising these three pieces of info and everything will just go fine.
This meeting is on hold, as with staff working lower percentages we found it always difficult to have everyone joining. For the time being we have cancelled this meeting.
Every 1-6 weeks (depending on the circle’s size and activities), each circle review its operational priorities and deliverables, give updates/feedback to each other and solve any blockings brought up. Weeklies usually lasts 1h and have the follow structure:
Check-in
Checklist:
OFAS, Expenses sheets, new contacts on Podio
Holidays/workations (only accessible to employees)
Content update
Quarterly objectives: You will run through them at each and every meeting to make sure that you are on track. We use colour to make sure that we are on track
Deliverables : As quarterly objectives, you will go through deliverables at each tactical
Solution finding
Inputs from other circles
Check-out and decide who is facilitating next time
Bi-monthly tactical meetings (all staff/interns/trainees)
Once every 2 months all the circles meet to:
Review the circles’ past month’s achievements and ooopses
Share and obtain feedback on next month’s priorities
Get an update of the current financial situation
Address any important current themes. These themes are proposed by anyone and, if there are too many, their importance evaluated on-the-spot through dotmocracy by voting with hearts, or rather heartmocracry as we like to call it.
Super Circle Governance meetings (designated people from each circle)
Once every 2 to 3 months months for a couple hours, circles work “on” the organisation, by addressing any tensions related to purposes, roles, accountabilities, policies or domains. Anyone can bring a tension and all tensions are solved on the spot by adopting a practicable solution. Changes are reflected directly into Glassfrog.
Quarterly and annual strategic meetings (all staff/interns/trainees)
These 1 to 2 day long retreats include the entire employee team are used for co-creating the priorities of the next quarter. On top of this, approximately half the time is dedicated to themes of strategic importance brought up by the team. The agenda is co-created on the spot using "heartmocracy" and open space techniques.
How to describe them? Three intense days of work with the entire staff. How exciting does it sound ? These quarterly meetings can take place in the Geneva or Zurich. But sometimes, they can be transformed into a small escapade somewhere else in Switzerland or Europe. What are the quarterly meetings about? Check how euforia is doing with its trimester objectives, fix the next trimester objectives and then discuss important matters whether scaling strategy, talent development, time management.
Each circle should organise a meeting prior to the quarterly to discuss the circle’s next quarterly objectives and then share them with th rest of the team (you’ll be told where to put them in due time).
One-on-one bi-monthly sessions (all staff/interns/trainees)
Bi-Monthly 1 :1 are more intimate meetings. Imagine, one hour to spend with one your colleague and if you are a trainee/intern, your responsible, at the Café des Savoises, a candle on the table, some chill music, a delicious cappuccino. You are facing each other, looking into each other eyes…ah so romantic. Stop, I am just kidding. Did you really think 1:1 are like that? You are so naive! Bi-Monthly 1:1 are 1 hour peer-to-peer coaching session. It’s the time when you will evaluate your last two months and discuss your professional/personal development in:
Sharing insights on your contribution to euforia’s purpose and values
Reflecting on your past month’s achievements, mistakes and learning
Obtaining feedback on your next month’s objectives
Sharing how you are doing based on our employee barometer: motivation level on current roles, feeling of efficiency, time management, stress level
Giving and receiving feedback with the peer
Defining measures to improve his/her wellbeing; discuss his/her training plan.
You should prepare before the meeting by answering the questions in blue in the agenda. Make sure you schedule a monthly 1:1 every two months. It is important as it gives you space to discuss about your last month(s) achievements, blockings but also to discuss some more personal matters, hopes for the coming month and fix your next objectives.
Workends (all staff/interns/trainees)
euforia people also go on work holidays together, these are the “workends”. It can be just for a week-end (hence the term “workend”) or sometimes up to a week. This tradition was started in 2014 in sunny Stresa by the lake and since then we go to the beach in the summer and to the snowy mountains in the winter. In 2015 euforia people went to South of France, in Hyères. Sunny beach, the sea, the the hot summer sun, in a small mât provinçal. Ahhh la dolce vita! But do not be fooled. It is not only about having a good time. It is also about working and sometimes even more than when you are at the office. Usually 2 people from the staff are designated to take care of the workend destination. They have to take care of the venue and the trip. Mostly the workend will be a regular work week, where each and every one goes about her priorities and tasks. Obviously, since we’re all gathered together for a while, we tend to organize many common meetings. Concerning the common agenda it will be prepared before and defined during the actual trip. You will receive a document to fill by email to include any agenda points you want to address.
In 2019 we have decided to only have one workend a year (instead of two) as we started to see that it was difficult to have everyone taking a week off to join the workend. Especially since no one works 100% at euforia right now.
Check out this blog post on our last workend! :-)
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