High-performance managers in accounting firms understand the importance of regular communication with their team members. While there's no one-size-fits-all answer, they typically catch up with their team members with the following frequency:
Formal one-on-one meetings: At least monthly, if not bi-weekly or even weekly, depending on the team member's needs and the workload. These meetings allow for in-depth discussions about performance, goals, challenges, and professional development.
Informal check-ins: Daily or several times a week, often in passing or through quick messages. These brief interactions help maintain connection, offer support, and address any immediate concerns.
Team meetings: Weekly or bi-weekly, depending on project deadlines and team size. These meetings foster collaboration, knowledge sharing, and alignment around common objectives.
Beyond these structured interactions, high-performance managers also remain accessible and approachable, encouraging their team members to reach out whenever they have questions or need assistance. They proactively create opportunities for informal communication, such as team lunches or social events, to strengthen relationships and build trust.
The frequency of catch-ups may also vary based on factors like:
Experience level of the team member: Newer team members may require more frequent check-ins for guidance and support, while experienced individuals may need less supervision.
Complexity of projects: During busy periods or when working on challenging assignments, more frequent communication helps ensure everyone is on track and any roadblocks are addressed promptly.
Individual preferences: Some individuals thrive with frequent communication, while others prefer more autonomy. High-performance managers adapt their approach to suit each team member's style.
Overall, successful managers prioritize regular and meaningful communication with their teams, fostering a supportive and collaborative work environment where everyone feels valued and heard. By adapting their communication frequency to individual needs and project demands, they maximize engagement and productivity while driving overall team success.
Manager Weekly Routine
Here's a suggested weekly routine for managers to get into, tailored to the Australian context:
Monday:
Start the week with a team meeting: Set the tone for the week, review priorities, address any urgent matters, and foster collaboration.
Review your own priorities: Assess your workload, deadlines, and goals for the week.
Schedule important meetings and catch-ups: Ensure you have dedicated time for essential one-on-one meetings and team discussions.
Tuesday to Thursday:
Focus on deep work and project management: Dedicate blocks of uninterrupted time to tackle complex tasks and make progress on key projects.
Conduct regular check-ins with team members: Touch base with individual team members to offer support, address concerns, and monitor progress.
Attend external meetings and networking events: Build relationships, stay informed about industry trends, and seek out new opportunities.
Participate in professional development activities: Attend workshops, webinars, or online courses to enhance your skills and knowledge.
Friday:
Review the week's accomplishments: Reflect on the week's progress, celebrate successes, and identify areas for improvement.
Plan for the following week: Outline your priorities, schedule meetings, and anticipate potential challenges.
Tie up loose ends and prepare for the weekend: Complete any outstanding tasks, respond to urgent emails, and ensure a smooth transition into the weekend.
Additional tips for a successful routine:
Start your day with intention: Take a few minutes each morning to plan your day, prioritize tasks, and set realistic goals.
Take breaks and prioritize self-care: Step away from your desk regularly to recharge and maintain focus. Schedule time for exercise, healthy meals, and relaxation.
Embrace flexibility: Be prepared to adjust your routine as needed to accommodate unexpected events or urgent deadlines.
Seek feedback and continuously improve: Regularly solicit feedback from your team and colleagues to identify areas where you can improve your routine and leadership style.
By establishing a consistent weekly routine, managers can enhance their productivity, improve their work-life balance, and lead their teams more effectively. Remember, the key is to find a rhythm that works for you and your team, and to remain flexible and adaptable to the ever-changing demands of the workplace.
Catch ups
Catch-ups between high-performance managers and their team members in accounting firms typically cover a variety of topics, including:
Project Updates and Progress:
Discussing the status of current projects, including any challenges or roadblocks.
Reviewing deadlines and ensuring tasks are on track.
Identifying areas where additional support or resources may be needed.
Performance and Goals:
Providing feedback on recent work and accomplishments.
Setting and reviewing performance goals, both short-term and long-term.
Discussing opportunities for improvement and professional development.
Challenges and Concerns:
Addressing any challenges or concerns the team member may be facing, both work-related and personal.
Offering guidance and support in overcoming obstacles.
Creating a safe space for open and honest communication.
Professional Development:
Identifying areas where the team member would like to grow and develop their skills.
Discussing potential training opportunities or mentorship programs.
Creating a plan to support the team member's career aspirations.
Team Dynamics and Collaboration:
Fostering a sense of teamwork and collaboration.
Encouraging open communication and knowledge sharing.
Addressing any interpersonal issues or conflicts that may arise.
Firm Updates and Initiatives:
Sharing information about firm-wide news, updates, and initiatives.
Discussing the team's role in supporting the firm's strategic goals.
Soliciting feedback and ideas from team members.
Personal Connection and Well-being:
Showing genuine interest in the team member's well-being and personal life.
Building rapport and trust through informal conversation.
Creating a supportive and inclusive work environment.
The specific focus of each catch-up will vary depending on the individual, the project, and the current needs of the team. High-performance managers adapt their approach to create meaningful conversations that foster growth, engagement, and overall team success.
Catch up Agenda
A typical agenda for catch-ups between high-performance managers and their team members in accounting firms could include the following items:
Opening and rapport-building:
Brief personal check-in, acknowledging any significant events or challenges.
Setting a positive tone for the conversation.
Review of previous discussion points:
Briefly summarizing key takeaways from the last catch-up.
Checking on any action items or follow-ups.
Project updates and progress:
Discussing current projects and their status.
Reviewing deadlines and ensuring tasks are on track.
Identifying any challenges or roadblocks, and brainstorming solutions.
Performance feedback and goals:
Providing specific and constructive feedback on recent work.
Setting or reviewing performance goals, ensuring alignment with team and firm objectives.
Discussing progress toward career development goals.
Challenges and concerns:
Creating a safe space for the team member to raise any concerns or challenges.
Offering guidance and support in problem-solving and decision-making.
Addressing any interpersonal or team dynamics issues.
Professional development and learning opportunities:
Identifying areas for growth and development.
Discussing potential training programs, mentorship, or skill-building activities.
Creating a plan to support the team member's career aspirations.
Firm updates and initiatives:
Sharing relevant firm-wide news and updates.
Discussing the team's role in supporting the firm's strategic objectives.
Encouraging feedback and ideas from the team member.
Open forum and next steps:
Allowing time for any additional questions or topics the team member wants to discuss.
Summarizing key takeaways and action items.
Scheduling the next catch-up.
This agenda provides a structured framework while allowing flexibility for individual needs and priorities. High-performance managers adapt the agenda to ensure each catch-up is productive, meaningful, and supportive of the team member's growth and success.
Manager Capability to have conversations
If a manager feels they can't effectively conduct these catch-ups, they should take proactive steps to address the situation. Here are some recommendations:
Self-reflection and Skill Development:
Identify the root cause: Is it a lack of time, discomfort with giving feedback, difficulty connecting with team members, or something else? Understanding the underlying reason will help find suitable solutions.
Seek training and resources: Many resources are available to help managers develop their communication, leadership, and coaching skills. Consider attending workshops, reading relevant books, or seeking mentorship from experienced colleagues.
Delegate and Collaborate:
Share responsibility: If time constraints are a major factor, consider delegating some aspects of catch-ups, such as project updates, to team leads or senior colleagues.
Partner with HR: The HR department can offer valuable guidance and support on performance management, coaching techniques, and addressing any sensitive issues.
Adapt and Experiment:
Explore alternative formats: If traditional one-on-one meetings aren't working, try different approaches like walking meetings, virtual coffee chats, or group check-ins.
Adjust frequency and duration: Find a cadence that works for both the manager and the team members, even if it means shorter but more frequent interactions.
Communicate Openly:
Be transparent with the team: Explain the challenges and the efforts being made to improve the situation. Open communication can foster understanding and collaboration.
Seek feedback: Ask team members for their input on how to make catch-ups more valuable and effective. Their insights can lead to positive changes.
Prioritize and Focus:
Start small: If overwhelmed, begin by implementing one or two changes at a time. Focus on making progress, even if it's gradual.
Celebrate successes: Acknowledge and celebrate improvements, both for the manager and the team members. Positive reinforcement can build confidence and motivation.
Remember, effective communication and team management are critical for success in any leadership role. If a manager struggles with catch-ups, seeking help and taking proactive steps to improve is essential. By prioritizing these efforts, managers can create a more engaged, productive, and successful team environment.
Managers are too busy to catch up with their team
If managers feel they're too busy to conduct regular catch-ups, it's essential to acknowledge the potential long-term consequences of neglecting this vital aspect of leadership. While it might seem like a time-saving measure in the short term, the lack of communication and support can lead to decreased morale, disengagement, and even turnover, impacting team productivity and overall performance.
Here are some strategies managers can employ to address their time constraints and ensure they prioritize catch-ups:
Re-evaluate and Delegate:
Analyze workload: Take a step back and critically assess current tasks and responsibilities. Identify tasks that can be delegated to capable team members or streamlined through process improvements.
Empower team members: Encourage autonomy and ownership by entrusting team members with more decision-making and problem-solving responsibilities, freeing up the manager's time.
Optimize and Streamline:
Schedule strategically: Block out dedicated time for catch-ups on your calendar and treat them as non-negotiable appointments.
Keep it concise: Focus on the most critical topics and set clear agendas to avoid lengthy or unproductive conversations.
Utilize technology: Leverage tools like shared documents, project management software, and instant messaging to stay connected and facilitate ongoing communication.
Adapt and Experiment:
Explore alternative formats: Consider shorter, more frequent check-ins or group meetings to gather updates and address concerns efficiently.
Combine catch-ups with other activities: Integrate informal conversations into team lunches, walking meetings, or collaborative work sessions.
Communicate Openly:
Be transparent with the team: Explain the time constraints and the commitment to finding solutions. Transparency can build trust and encourage understanding.
Seek feedback: Ask team members for suggestions on how to make communication more efficient and effective.
Prioritize and Focus:
Remember the long-term benefits: Regular catch-ups contribute to a motivated, engaged, and high-performing team. Invest the time now to reap the rewards later.
Start small and build momentum: Even short, focused interactions can make a difference. Gradually increase the frequency and duration of catch-ups as time allows.
Remember:
Making time for regular catch-ups is an investment in your team's success and your own effectiveness as a leader.
By demonstrating your commitment to communication and support, you foster a positive and productive work environment.
If persistent challenges arise, seek guidance from HR or senior colleagues for additional strategies and support.
By proactively addressing time constraints and embracing effective communication strategies, even the busiest managers can ensure they prioritize regular catch-ups and build strong, successful teams.