Running a successful veterinary hospital requires more than just excellent care for patients; it demands a cohesive and aligned leadership team. Weekly meetings are a crucial component of this alignment, providing a structured opportunity to connect, review progress, and tackle challenges head-on. If your team’s current meetings often spiral into reactive discussions about last week’s client or staff issues, it’s time to implement a strategy that drives results.

Drawing inspiration from the book Traction by Gino Wickman, this blog outlines a simple yet effective weekly meeting structure that can transform your leadership team’s productivity and focus.

  • Start with Connection (5-10 Minutes)
    Begin each meeting by connecting with your team on a personal and professional level. This initial check-in fosters empathy, strengthens relationships, and builds trust within the leadership team. Encourage team members to share a highlight or challenge from their week. This small step sets a positive tone and reminds everyone of the human side of leadership.
  • Review Key Performance Metrics (10-15 Minutes)
    Next, dive into your hospital’s Scorecard. This tool, highlighted in Traction, is designed to provide a clear snapshot of your team’s progress toward key goals. By tracking metrics weekly, you can quickly identify whether your hospital is on-track or off-track.
    For example:

    • If your annual revenue goal is $3 million, your weekly target would be $57,692. Track weekly revenue to ensure consistent progress.
    • If improving punctuality is a priority, monitor attendance trends and celebrate improvements.
    • If your Average Client Transaction (ACT) is $300, calculate how many clients you need to see weekly (e.g., 193 clients to meet a $57,692 goal).

    When you measure progress consistently, it’s easier to identify areas that need adjustments and make changes promptly to stay aligned with your yearly objectives.

  • Share Positive Client Impacts (5-10 Minutes)
    Shift the focus to celebrate wins by sharing positive client feedback or success stories from the previous week. While it’s easy to dwell on challenges, highlighting client impacts can boost team morale and remind everyone of the value they bring to the community.
    If there are client-related issues to address, use this time to align on next steps. Avoid getting stuck in debates over fault; instead, determine whether the issue stems from:

    • Operational inefficiencies,
    • A client who might not align with your hospital values, or
    • A training opportunity for a team member.

    Streamlining these discussions will help prevent repeat occurrences.

  • Discuss Team Member Performance (10-15 Minutes)
    Dedicate part of the meeting to recognizing team achievements and addressing concerns. For example:

    • Celebrate milestones like a veterinary assistant passing their CVT exam or an employee excelling in a specific role.
    • Address performance concerns constructively. Use Traction’s core values exercise to evaluate team members and determine whether coaching or termination is the appropriate next step.

    By focusing on growth and accountability, you create a culture that values both excellence and alignment with your hospital’s values.

  • Address Issues and Projects (20-30 Minutes)
    The bulk of the meeting should be spent tackling pressing issues or ongoing projects. Identify a specific goal or challenge—such as reducing missed charges, launching an online store, or improving marketing strategies—and work collaboratively to develop a plan.
    Use this time to:

    • Define the issue clearly.
    • Discuss possible solutions.
    • Assign actionable tasks to team members with clear deadlines.

    Document these responsibilities to ensure follow-up in subsequent meetings. Holding your team accountable for their tasks ensures progress and prevents meetings from becoming repetitive or unproductive.

Moving Forward
Weekly meetings are a vital tool for keeping your leadership team aligned, proactive, and focused on driving your hospital’s success. By following this structured approach and leveraging resources like Traction, you can transform your meetings into powerful sessions that propel your hospital forward.

Remember: The key to effective meetings is consistency. Implementing this structure may take time, but the results will speak for themselves. Start small, stay committed, and watch your leadership team’s alignment and effectiveness grow.