The challenge of running efficient business reviews
Running weekly business reviews is probably one of the most important rituals to implement as a team leader. Weekly team updates, weekly kpi reviews, weekly product updates, etc… It helps you stay on top on the most important projects and objectives, identify where your team is facing roadblocks and create more alignment between stakeholders.
However as companies grow, these sacred ritual becomes less efficient. You can easily end up spending your entire Monday in back-to-back business reviews. Team engagement drops lowering the quality of discussions.
This was the exact issue James Gibson, General Manager Revolut Business, and Pierre Cahuzac, Head of Product Revolut Business, had when they contacted us to improve their business review process.
Every Monday, we’re running weekly business reviews. Every team leads and product owner of the department have to share a quick analysis of their KPI and an update of their roadmap. Everyone has to participate in this meeting for at least 1 hour. This meeting is really costly and it’s pretty hard to organize as many people are not in the same time zone.
After our call, they decided to adopt a new model. Instead of doing a weekly team meeting followed by a 1-1 meeting, they decided to move the first meeting async while keeping the 1-1 meetings in sync.
Async business reviews at Revolut Business
A few months after our initial call, we sat down and they explained the new workflow they implemented.
Every Monday, they create a new topic where all team leads and product owners have to share their updates.
“I love the fact that Claap forces you to be sharp. You can almost timebox your recording to make it around 5 minutes. So in the end, what people share is much more digestible and easy to watch.”
Every week, Pierre creates a new topic for their business review and post the link to Slack and in the calendar event. Team leads & product owners post their recording in the corresponding topic and members are automatically notified.
Then James and Pierre can easily watch the videos in their own time, playback at double speed, and rewind videos if necessary. “The ability to playback in double speed is a true game-changer” James told us.
Anyone that has questions can leave comments and ask for clarification. “This is really efficient when you want to deep dive on a specific topic. You can use comments as a powerful way to highlight your questions and use that for your 1-1 review later. It even helps us skip them if we realize there is nothing to discuss.” said Pierre.
Beyond time-saved in meetings, they realized this format made this process even more effective as James emailed us later on.
Advice to get started
When considering switching to this approach, there are a few tips that we’ve learned along the way that worked very well for team adoption.
- Make sure the format is very clear: it might be intimidating to record ourselves for the first time. It’s easier to do it if we keep a similar format that everyone can adopt as a template.
- Keep some sync time: sync time is precious to discuss the most complex issues. Use async business reviews to better prepare them. You can start by keeping the initial meeting in the beginning to answer questions. So that async video is used at first only to share updates. Then the 2nd step can be to ask questions directly in the claap, but still answer them in the meeting. Step 3 can be to do everything async - and then only keeping 1/1 syncs if needed.
- Have a clear repeatable process: to make sure your team don’t forget about it, create an event in your calendar where you can post the topic link.
- Encourage teammates to contribute: as you can easily watch who has seen your recording, recorders appreciate when they receive comments & feedback. Claap is always a great way to encourage cross-team collaboration so you can share key info to people that are not directly on your team.
If you’re looking for more best practices on async video collaboration, check out our playbooks here.