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How does your team define "hot sheets"? Is that just the list of what task everyone is actively working on at the moment?
Yes, exactly that
Also- to add to this, the account team never updates me after client meetings on what’s next in the project. So that’s why I think I need separate time with them regardless
Make this their problem. How are we supposed to know where things are at if they don’t update us after client statuses? Either we sit in or they update a sheet right after.
Coach
I used to have daily meeting stand ups this is with creative teams and account we go through all active projects it’s more so to hold everyone accountable as well as what stage current projects are in. 2 times a week is the status meetings which includes all stakeholders along with the w/o dates and where the projects are along the lifecycle. This is my standard I just tweak it based on company and size of teams. If it’s a small team & I’m on the Client’s side we will meet less. All sheets have a notes column that I hide in order to keep track as well as a record.
When we first introduced hot sheet we had a new team & were in campaign launch mode, so we did it live every morning at 9:30 with the whole team to get people used to it.
As we moved from fewer launches to more maintenance, we reduced it to Mondays, Wednesdays, Fridays.
Over time we found ppl were losing interest, so now we find the following useful:
- Mondays: all projects
- Thursdays: "spicy" projects that have hot action items to finish by EOW.
The live sessions ensure people hear the info (guarantee on our team no one would open the hot sheet if it was emailed), and it gives PMs the chance to ask for updates from Account, Creative, etc.
We also have someone host 5-10mins of trivia questions on the end of these calls so people actually look forward to attending :)
Separately we have client status once a week, and separate status with each partner agency once a week as well.
I should mention, by live I mean zoom lol. Not all in one room
We have 3 status meetings with entire creative team for 30 minutes. MWF. Then we have 1 with just acct and production